LBMS Documentation

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Introduction

LBMS (Land Business Management System) is a comprehensive land and estate management solution designed to help land businesses efficiently manage estates, plots, clients, sales, titles, payments, and operations. This documentation provides step-by-step guides for using all features of the LBMS system.

Key Features

• Estates & Plots Registry - Complete inventory management for estates, phases, and plots
• Clients & CRM - Lead tracking, KYC, site visits, and communication history
• Sales & Bookings - Convert leads to bookings and sales with clear terms
• Title & Document Management - Track title processing from search to handover
• Payments, Invoicing & Collections - Accurate invoicing, receipt recording, and arrears management
• HR & Payroll - Employee management, attendance, commissions, and payroll processing
• Expenses & Vendors - Control operational spend and link costs to estates/projects
• Tasks, Approvals & Activity Log - Drive accountability and auditable decision-making
• Notifications - Automated email notifications for clients and staff
• Administration & RBAC - Secure, govern, and sustain the platform

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Getting Started

First Login

1. Navigate to your LBMS URL (provided by your administrator)
2. Enter your username and password
3. Click "Login"

Dashboard Overview

After logging in, you'll see the main dashboard which displays: - Quick Stats - Overview of estates, plots, clients, sales, and collections - Recent Activity - Latest updates and activities in the system - Quick Actions - Shortcuts to common tasks - Upcoming Due Dates - Payment due dates, title deadlines, and other important dates - KPIs - Key performance indicators for sales, collections, and operations

Navigation Menu

The main navigation menu is located on the left side of the screen and includes: - Dashboard - Main overview page - Estates & Plots - Manage estates, phases, and plot inventory - Clients & CRM - Manage leads and client relationships - Sales & Bookings - Handle bookings and sales conversions - Title Management - Track title processing and documents - Invoices & Payments - Create invoices and record payments - HR & Payroll - Manage employees and process payroll - Expenses - Track expenses and vendor payments - Tasks - View and manage tasks and approvals - Reports - View reports and analytics - Setup - System configuration (admin only)

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Estates & Plots Registry

Module Overview

What is Land Management?

The Land Management module provides a comprehensive system for managing land estates, plots, and land acquisition workflows. It includes estate and plot tracking, land acquisition pipeline management, site visit reports, and due diligence reporting.

Key Benefits

• Estate Management - Organize land into estates with detailed information
• Plot Tracking - Track individual plots within estates with status management
• Acquisition Pipeline - Manage land acquisition opportunities through structured workflows
• Site Visit Reports - Capture and document site visit information using questionnaires
• Due Diligence - Comprehensive due diligence reporting and approval workflows
• Integration - Works with Lead Site Visits module for client site visits

Who Should Use This Module?

• Land Managers - Manage estates, plots, and acquisitions
• Acquisition Team - Track and manage land acquisition opportunities
• Site Inspectors - Conduct and document site visits
• Due Diligence Team - Complete and approve due diligence reports
• Administrators - Configure questionnaires and manage system settings

Getting Started

Accessing the Module

1. Log in to your LBMS admin panel
2. Look for "Land Management" in the left sidebar menu (icon: map)
3. Click to expand and see available submenu items

Menu Navigation

The module appears in the sidebar with multiple menu groups:

Land Management Menu: - Land Management (parent menu) - Dashboard - Estates - Plots

Land Acquisitions Menu: - Land Acquisitions (parent menu) - Dashboard - Aggregated View - Add New

Admin Menus: - Site Visit Questionnaire (Admin only) - Due Diligence Questionnaire (Admin only)

Permissions Overview

Land Management Permissions: - land_management_dashboard - View dashboard - land_management_estates - View, create, edit, delete estates - land_management_plots - View, create, edit, delete plots

Land Acquisition Permissions: - land_management_acquisitions - View and create acquisitions

Due Diligence Permissions: - land_management_due_diligence_reports - View, create, edit, approve, delete reports

Main Features & Navigation

Land Management Dashboard

Location: Sidebar → Land Management → Dashboard

Purpose: Overview of estates and plots

Features: - Total estates count - Total plots count - Plots by status breakdown - Recent activity - Quick access to estates and plots

Estates

Location: Sidebar → Land Management → Estates

Purpose: Manage estate records

Features: - List all estates - Create new estate - Edit existing estate - View estate details - Delete estate - Filter by status, location

Key Actions: - Add Estate: Create new estate record - Edit: Modify estate information - View: See estate details and associated plots - Delete: Remove estate (if no plots assigned)

Plots

Location: Sidebar → Land Management → Plots

Purpose: Manage plot records within estates

Features: - List all plots - Filter by estate, status, block, phase - Create new plot - Edit existing plot - View plot details - Delete plot - Bulk operations

Key Actions: - Add Plot: Create new plot record - Edit: Modify plot information - View: See plot details - Delete: Remove plot - Filter: Filter by various criteria

Common Workflows

Workflow 1: Create an Estate

When to Use: When you need to set up a new land estate

Steps:

1. Navigate to Estates
2. Go to Land Management → Estates

3. Click "Add Estate" button (top right)

4. Fill Estate Details

5. Estate Name: Name of the estate (required)
6. Location: Physical location/address
7. Country: Country where estate is located
8. District: District/region
9. County: County/sub-county
10. Size: Total size of estate
11. Size Unit: Unit of measurement (acres, hectares, etc.)
12. Description: Detailed description of the estate

13. Status: Active, Inactive, etc.

14. Save Estate

15. Click "Create Estate" or "Save Estate"
16. Estate is created and appears in the list
17. You can now add plots to this estate

Pro Tip: Use descriptive estate names and include location details for easy identification.

Workflow 2: Add Plots to Estate

When to Use: When you need to create individual plots within an estate

Steps:

1. Navigate to Plots
2. Go to Land Management → Plots

3. Click "Add Plot" button (top right)

4. Select Estate

5. Choose the estate from dropdown (required)

6. Only active estates appear in the list

7. Enter Plot Details

8. Plot Number: Plot number/identifier (required)
9. Plot Code: Unique code for the plot
10. Block: Block number (if applicable)
11. Phase: Phase number (if applicable)
12. Size: Plot size
13. Size Unit: Unit of measurement
14. Dimensions: Length and width (if applicable)

15. Status: Select status:

    • Available
    • Reserved
    • Sold
    • Pending
    • Cancelled
    • Archived

16. Add Additional Information

17. Description: Additional notes about the plot
18. Price: Plot price (if applicable)

19. Features: Special features or amenities

20. Save Plot

21. Click "Create Plot" or "Save Plot"
22. Plot is created and linked to the estate
23. Plot appears in the plots list

Pro Tip: Use consistent numbering and coding systems for plots to make tracking easier.

Feature Details

Estate Management

Estate Properties: - Name, location details (country, district, county) - Size and size unit - Description - Status (Active, Inactive)

Estate Functions: - Create, edit, delete estates - View estate details - See all plots within estate - Filter and search estates

Plot Management

Plot Properties: - Plot number and code - Estate assignment - Block and phase (if applicable) - Size and dimensions - Status tracking

Plot Statuses: - Available: Plot is available for sale - Reserved: Plot is reserved (not yet sold) - Sold: Plot has been sold - Pending: Sale is pending - Cancelled: Sale was cancelled - Archived: Plot is archived

Plot Functions: - Create, edit, delete plots - Filter by estate, status, block, phase - Bulk operations - Export capabilities

Dashboard Guide

Land Management Dashboard

Overview Metrics: - Total Estates: Count of all estates - Total Plots: Count of all plots - Plots by Status: Breakdown showing available, reserved, sold, etc.

Quick Actions: - Add Estate - Add Plot - View Estates - View Plots

Recent Activity: - Recently created estates - Recently created plots - Recent status changes

Pro Tip: Use the dashboard to get a quick overview of your land management activities and identify items that need attention.

Troubleshooting

Common Issues

Q: I can't see the "Land Management" menu item.

A: Check your permissions. You need at least land_management_dashboard permission. Contact your administrator to assign permissions.

Q: I can't create an estate.

A: Ensure you have land_management_estates permission with "create" capability. Also check that required fields are filled (name).

Q: I can't add plots to an estate.

A: Verify: 1. Estate exists and is active 2. You have land_management_plots permission with "create" capability 3. Required fields are filled (plot number, estate)

Q: Plots aren't showing for an estate.

A: Check: 1. Plots are assigned to the correct estate 2. Filter settings aren't hiding plots 3. Plot status isn't filtering them out

Best Practices

1. Estate Organization: Use consistent naming conventions for estates. Include location in name for easy identification.
2. Plot Numbering: Use systematic plot numbering (e.g., Plot 001, Plot 002) for easy tracking.
3. Status Updates: Keep plot statuses up to date to reflect current availability.
4. Documentation: Add detailed descriptions and notes for estates and plots.
5. Filtering: Use filters effectively to find specific estates or plots quickly.

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Clients & CRM

Objective

Track leads, KYC, site visits, offers, and communication history.

Creating a Client Profile

Step-by-Step Guide

1. Navigate to Clients → Clients
2. Click "Add Client"
3. Fill in KYC information:
4. First Name
5. Last Name
6. National ID Number
7. Date of Birth
8. Gender
9. Email Address
10. Phone Number (Primary and Alternative)
11. Address - Physical address
12. Add next of kin:
13. Name
14. Relationship
15. Contact information
16. Set consents:
17. Marketing consent (Yes/No)
18. Data processing consent
19. Communication preferences
20. Upload documents:
21. National ID copy
22. Proof of address
23. Other supporting documents
24. Click "Save"

Lead Pipeline Management

Understanding Lead Stages

The lead pipeline has the following stages: - New - Newly captured lead - Contacted - Initial contact made - Site Visit - Site visit scheduled or completed - Offer - Offer made to client - Won - Lead converted to sale - Lost - Lead did not convert

Moving Leads Through Pipeline

1. Go to Clients → Leads
2. Click on a lead
3. Update lead status:
4. Click "Change Status"
5. Select new stage
6. Add notes about the change
7. The system will update the pipeline automatically

Site Visit Management

Scheduling a Site Visit

1. Navigate to Clients → Site Visits
2. Click "Schedule Visit"
3. Select client/lead
4. Enter visit details:
5. Visit Date - Scheduled date
6. Visit Time - Scheduled time
7. Estate/Phase - Location to visit
8. Plots to Show - Specific plots
9. Assigned Staff - Sales agent
10. Set reminders:
11. Reminder before visit (e.g., 24 hours)
12. Follow-up reminder after visit
13. Click "Save"

Recording Visit Outcomes

1. Go to Clients → Site Visits
2. Click on a scheduled visit
3. After the visit, click "Record Outcome"
4. Enter visit results:
5. Outcome - Interested, Not Interested, Follow-up Needed
6. Client Feedback - What client said
7. Plots of Interest - Which plots client liked
8. Next Steps - What happens next
9. Upload photos taken during visit
10. Add notes
11. Click "Save"

The system will automatically update the lead status based on outcome.

Document Vault

Managing Client Documents

1. Navigate to Clients → Clients
2. Click on a client name
3. Go to "Documents" tab
4. Upload documents:
5. Click "Upload Document"
6. Select document type:
   • National ID
   • Proof of Address
   • Bank Statement
   • Letter of Intent
   • Power of Attorney
   • Other
7. Select file
8. Set expiry date (if applicable)
9. Add description
10. Click "Upload"

Document Expiry Alerts

The system will automatically alert you when documents are: - Expiring in 30 days - Expiring in 7 days - Already expired

Communication History

Viewing Client Communications

1. Go to Clients → Clients
2. Click on a client name
3. Go to "Communications" tab
4. View all communications:
5. Emails sent/received
6. Phone calls logged
7. SMS messages
8. Meeting notes
9. Site visit notes

Logging Communication

1. From client profile, click "Log Communication"
2. Select communication type:
3. Phone Call
4. Email
5. SMS
6. Meeting
7. Site Visit
8. Enter details:
9. Date and time
10. Subject/Topic
11. Notes/Summary
12. Outcome
13. Attach files if needed
14. Click "Save"

Lead Sources & Channels

Configuring Lead Sources

1. Navigate to Setup → CRM → Lead Sources
2. Click "Add Lead Source"
3. Enter source name (e.g., "Website", "Referral", "Walk-in", "Social Media")
4. Set as active
5. Click "Save"

Assigning Lead Sources

When creating a new lead: 1. Select lead source from dropdown 2. System tracks conversion rates by source 3. View reports to see which sources perform best

Communication Templates

Creating Email Templates

1. Go to Setup → CRM → Email Templates
2. Click "Add Template"
3. Enter template details:
4. Template Name - e.g., "Welcome Email", "Site Visit Reminder"
5. Subject - Email subject line
6. Body - Email content
7. Use merge fields:
8. {client_name} - Client's name
9. {estate_name} - Estate name
10. {plot_number} - Plot number
11. {visit_date} - Site visit date
12. Click "Save"

Using Templates

1. When sending email to client
2. Select template from dropdown
3. System auto-fills merge fields
4. Review and send

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Sales & Bookings

Objective

Convert qualified leads to bookings and sales with clear terms.

Creating a Booking

Step-by-Step Guide

1. Navigate to Sales → Bookings
2. Click "Create Booking"
3. Select client from dropdown (or create new)
4. Select plot(s):
5. Search by plot number
6. Or select from estate/phase
7. Can select multiple plots
8. Enter booking details:
9. Booking Date - Date of booking
10. Booking Expiry - Auto-expiry date
11. Deposit Amount - Required deposit
12. Deposit Due Date - When deposit must be paid
13. Payment Plan - Select payment plan template
14. Set terms:
15. Total Price - Total plot price
16. Discount - Any discounts applied
17. Final Price - Price after discount
18. Payment Terms - Installment schedule
19. Click "Save"

The system will automatically reserve the plot(s) with expiry date.

Creating Offers/Pro-forma Invoices

Generating an Offer

1. Go to Sales → Offers
2. Click "Create Offer"
3. Select booking or create new
4. Enter offer details:
5. Offer Date - Date offer is made
6. Valid Until - Offer expiry date
7. Plot Details - Selected plots
8. Price Breakdown - Itemized pricing
9. Apply discounts:
10. Campaign discount (if applicable)
11. Promotional code
12. Manual discount (with approval)
13. Set payment plan:
14. Select payment plan template
15. Or create custom payment schedule
16. Add terms and conditions
17. Click "Generate Offer"

The system creates a PDF offer document automatically.

Payment Plans

Creating Payment Plan Templates

1. Navigate to Setup → Sales → Payment Plans
2. Click "Add Payment Plan"
3. Enter plan details:
4. Plan Name - e.g., "20% Down, 12 Months"
5. Down Payment % - Initial payment percentage
6. Number of Installments - Total installments
7. Installment Frequency - Monthly, Quarterly, etc.
8. Interest Rate - If applicable
9. Set milestone payments:
10. Title transfer milestone
11. Handover milestone
12. Other milestones
13. Click "Save"

Contract Lifecycle

Creating a Contract

1. Go to Sales → Contracts
2. Click "Create Contract"
3. Select booking/offer
4. Choose contract template
5. Review contract details:
6. Client information
7. Plot details
8. Payment terms
9. Terms and conditions
10. Set contract status:
11. Draft - Initial creation
12. Internal Review - Under review
13. Approval - Awaiting approval
14. Signed - Contract signed
15. Click "Save"

Contract Approval Process

1. Contract created in "Draft" status
2. Click "Submit for Review"
3. Assigned reviewer receives notification
4. Reviewer can:
5. Approve contract
6. Request changes
7. Reject contract
8. Once approved, contract moves to "Awaiting Signature"
9. Client signs contract (digitally or physically)
10. Upload signed contract
11. Mark contract as "Signed"

Contract Templates

Creating Contract Templates

1. Navigate to Setup → Sales → Contract Templates
2. Click "Add Template"
3. Enter template name
4. Create template content:
5. Use placeholders: {client_name}, {plot_number}, {price}, {payment_terms}
6. Add standard terms and conditions
7. Format document
8. Set as default (optional)
9. Click "Save"

Cancellations & Refunds

Processing a Cancellation

1. Go to Sales → Bookings or Sales → Contracts
2. Click on booking/contract
3. Click "Cancel"
4. Enter cancellation details:
5. Cancellation Date
6. Cancellation Reason
7. Refund Amount - Amount to refund
8. Refund Fees - Any cancellation fees
9. Net Refund - Final refund amount
10. Set refund rules:
11. Full refund
12. Partial refund (based on policy)
13. No refund
14. Process refund:
15. Record refund payment
16. Update plot status back to "Available"
17. Click "Save"

The plot automatically returns to inventory.

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Title & Document Management

Objective

Track title processing from search to handover with SLA control.

Creating a Title Case

Opening a Title Case

1. Navigate to Titles → Title Cases
2. Click "Open Title Case"
3. Select sale/booking
4. Enter case details:
5. Case Number - Auto-generated
6. Client - Linked client
7. Plot(s) - Related plots
8. Opening Date - Case start date
9. Target Completion - Expected completion date
10. Assign responsible officer
11. Click "Save"

Title Processing Stages

Understanding Title Stages

The title processing includes these stages: 1. Title Search - Initial search at land registry 2. Mutation - Transfer of ownership records 3. Survey - Land survey and boundary verification 4. Deed Transfer - Preparation of transfer deed 5. Stamping - Payment of stamp duty 6. Registration - Final registration at land registry 7. Handover - Title documents handed to client

Managing Title Stages

1. Go to Titles → Title Cases
2. Click on a title case
3. View stage checklist
4. Update stage status:
5. Click on a stage
6. Mark as "In Progress"
7. Set due date
8. Add notes
9. Upload documents
10. Mark stage as "Completed" when done
11. System automatically moves to next stage

Assigning Responsible Officers

Assigning Title Officers

1. From title case, click "Assign Officer"
2. Select staff member from dropdown
3. Set responsibilities:
4. Which stages they handle
5. Escalation contact
6. Click "Assign"

Assigned officers receive notifications for their stages.

Document Management

Uploading Title Documents

1. Navigate to Titles → Title Cases
2. Click on a title case
3. Go to "Documents" tab
4. Upload documents by stage:
5. Title Search - Search results, certificates
6. Mutation - Mutation forms, approvals
7. Survey - Survey reports, maps
8. Deed Transfer - Transfer deeds, agreements
9. Stamping - Stamp duty receipts
10. Registration - Registration certificates
11. For each document:
12. Click "Upload Document"
13. Select document type
14. Upload file
15. Add description
16. Set document date
17. Click "Save"

SLA Management

Setting Stage SLAs

1. Go to Setup → Titles → SLA Configuration
2. Set SLA for each stage:
3. Title Search - e.g., 7 days
4. Mutation - e.g., 14 days
5. Survey - e.g., 21 days
6. Deed Transfer - e.g., 7 days
7. Stamping - e.g., 3 days
8. Registration - e.g., 14 days
9. Set escalation rules:
10. Alert when 50% of SLA elapsed
11. Alert when overdue
12. Escalate to manager when overdue
13. Click "Save"

Viewing SLA Status

1. From title case dashboard
2. View SLA indicators:
3. Green - On track
4. Yellow - Approaching deadline
5. Red - Overdue
6. Click on stage to see:
7. Days remaining
8. Days overdue
9. Next action required

Blockers & Notes

Adding Blockers

1. From title case, click "Add Blocker"
2. Enter blocker details:
3. Blocker Type - Missing document, approval needed, etc.
4. Description - What is blocking progress
5. Impact - Which stages are affected
6. Resolution Plan - How to resolve
7. Assign responsible person
8. Set target resolution date
9. Click "Save"

Blockers are highlighted in the title case dashboard.

QA Check & Handover

Quality Assurance Check

1. Before handover, click "QA Check"
2. Verify all stages completed:
3. All documents uploaded
4. All fees paid
5. All approvals obtained
6. Review checklist
7. Add QA notes
8. Mark QA as "Passed" or "Issues Found"

Handover Process

1. Once QA passed, click "Prepare Handover"
2. Verify:
3. All fees cleared
4. All documents ready
5. Client contact confirmed
6. Schedule handover appointment
7. Generate handover checklist
8. On handover date:
9. Click "Complete Handover"
10. Upload handover acknowledgment
11. Client signature (if required)
12. Mark case as "Completed"

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Payments, Invoicing & Collections

Objective

Invoice accurately, record receipts, and reduce arrears.

Creating Invoices

Manual Invoice Creation

1. Navigate to Invoices → Invoices
2. Click "Create Invoice"
3. Select client from dropdown
4. Link to sale/booking (if applicable)
5. Enter invoice details:
6. Invoice Date - Date invoice is created
7. Due Date - Payment due date
8. Currency - UGX (default) or other currency
9. Invoice Number - Auto-generated
10. Add invoice items:
11. Click "Add Item"
12. Enter description (e.g., "Plot Purchase", "Deposit", "Installment Payment")
13. Enter quantity
14. Enter unit price
15. Select tax/VAT (if applicable)
16. Click "Add"
17. Review totals:
18. Subtotal
19. Tax/VAT
20. Total amount
21. Add payment terms and notes
22. Click "Save Invoice"

Invoice Templates

1. Go to Setup → Invoices → Templates
2. Click "Add Template"
3. Design template:
4. Add company logo
5. Customize layout
6. Add custom fields
7. Set colors and fonts
8. Set as default (optional)
9. Click "Save"

Recording Receipts

Recording a Payment

1. Go to Payments → Receipts
2. Click "Record Receipt"
3. Select invoice(s) to pay:
4. Can select multiple invoices
5. Can make part-payment
6. Enter payment details:
7. Payment Date - Date payment received
8. Payment Amount - Amount received
9. Payment Method - Cash, Bank Transfer, Mobile Money, Airtel Pay, Card
10. Reference Number - Transaction reference
11. Bank Account - Which account received payment
12. Mobile Money Number - If MoMo payment
13. Split payment (if paying multiple invoices):
14. Allocate amounts to each invoice
15. System calculates remaining balance
16. Add notes
17. Click "Record Payment"

The invoice status updates automatically.

Payment Methods

Configuring Payment Methods

1. Navigate to Setup → Payments → Payment Methods
2. Click "Add Payment Method"
3. Enter method details:
4. Method Name - e.g., "Mobile Money", "Bank Transfer"
5. Account Details - Bank account or MoMo number
6. Active - Enable/disable
7. Click "Save"

Mobile Money Setup

1. Go to Setup → Payments → Mobile Money
2. Configure:
3. MTN Mobile Money - Merchant code, API credentials
4. Airtel Money - Merchant details, API credentials
5. Test connection
6. Click "Save"

Customer Statements

Generating Statements

1. Navigate to Invoices → Statements
2. Click "Generate Statement"
3. Select client
4. Set date range
5. Choose statement type:
6. Account Statement - All transactions
7. Outstanding Statement - Unpaid invoices only
8. Click "Generate"

Statement shows: - Opening balance - Invoices issued - Payments received - Closing balance - Aging analysis

Aging Analysis

Viewing Aging Report

1. Go to Reports → Collections → Aging Analysis
2. Set report parameters:
3. Date range
4. Client filter (optional)
5. Estate/Phase filter (optional)
6. View aging buckets:
7. Current - Not yet due
8. 1-30 Days - Overdue up to 30 days
9. 31-60 Days - Overdue 31-60 days
10. 61-90 Days - Overdue 61-90 days
11. Over 90 Days - Overdue more than 90 days
12. Export to Excel/PDF

Dunning Sequences

Setting Up Dunning

1. Navigate to Setup → Collections → Dunning
2. Click "Add Dunning Sequence"
3. Configure sequence:
4. Sequence Name - e.g., "Standard Dunning"
5. Trigger Days - When to start (e.g., 7 days overdue)
6. Add dunning steps:
7. Step 1 - Email reminder (7 days overdue)
8. Step 2 - SMS reminder (14 days overdue)
9. Step 3 - Final notice (30 days overdue)
10. Step 4 - Escalation (60 days overdue)
11. Set email templates for each step
12. Click "Save"

The system automatically sends reminders based on overdue days.

Reconciliation

Bank Reconciliation

1. Go to Payments → Reconciliation
2. Click "New Reconciliation"
3. Select bank account
4. Set reconciliation period
5. Upload bank statement (CSV/Excel)
6. Match transactions:
7. System suggests matches
8. Review and confirm matches
9. Mark unmatched items
10. Identify variances:
11. Missing receipts
12. Unrecorded payments
13. Bank charges
14. Add variance notes
15. Click "Complete Reconciliation"

Credit Notes

Issuing Credit Notes

1. Navigate to Invoices → Credit Notes
2. Click "Create Credit Note"
3. Select original invoice
4. Enter credit note details:
5. Reason - Why credit note issued
6. Amount - Credit amount
7. Items - Which items credited
8. Click "Save"

Credit note reduces customer balance.

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HR & Payroll

Objective

Manage employees, attendance/leave, commissions, and payroll.

Employee Master Data

Adding an Employee

1. Navigate to HR → Employees
2. Click "Add Employee"
3. Enter personal information:
4. First Name, Last Name
5. National ID Number
6. Date of Birth
7. Gender
8. Email, Phone
9. Address
10. Enter employment details:
11. Employee Number - Auto-generated
12. Employment Date - Start date
13. Department - Select department
14. Position/Role - Job title
15. Employment Type - Permanent, Contract, Temporary
16. Enter banking information:
17. Bank Name
18. Account Number
19. Account Name
20. Enter statutory information:
21. NSSF Number - Social security number
22. PAYE PIN - Tax identification
23. NIN - National ID number
24. Upload documents:
25. ID copy
26. Contract
27. Bank details form
28. Click "Save"

Attendance Management

Recording Attendance

1. Go to HR → Attendance
2. Select date range
3. View attendance grid:
4. Employees listed vertically
5. Dates listed horizontally
6. Mark attendance: Present, Absent, Leave, Half Day
7. Bulk actions:
8. Mark all present
9. Import from biometric system
10. Click "Save"

Leave Management

1. Navigate to HR → Leave
2. Click "Apply for Leave" (employee) or "Record Leave" (admin)
3. Select employee
4. Enter leave details:
5. Leave Type - Annual, Sick, Maternity, etc.
6. Start Date
7. End Date
8. Days - Number of days
9. Reason - Leave reason
10. Submit for approval (if required)
11. Approve/reject leave
12. Click "Save"

Payroll Processing

Running Payroll

1. Go to HR → Payroll
2. Click "New Payroll"
3. Select payroll period:
4. Pay Period - e.g., "January 2025"
5. Cut-off Date - Last date for attendance
6. Select employees to include
7. Review earnings:
8. Basic salary
9. Allowances
10. Overtime
11. Commissions
12. Advances
13. Review deductions:
14. PAYE (tax)
15. NSSF contributions
16. Loan deductions
17. Other deductions
18. Review net pay
19. Submit for approval
20. Approve payroll
21. Lock payroll (prevents further edits)
22. Publish payslips

Commissions

Setting Up Commission Schemes

1. Navigate to Setup → HR → Commission Schemes
2. Click "Add Scheme"
3. Enter scheme details:
4. Scheme Name - e.g., "Sales Commission"
5. Commission Type - Percentage or Fixed
6. Commission Rate - Percentage or amount
7. Applicable To - Which roles/employees
8. Set rules:
9. Minimum sales threshold
10. Payment timing (immediate or monthly)
11. Split rules (if team sales)
12. Click "Save"

Calculating Commissions

1. Go to HR → Commissions
2. System automatically calculates commissions based on:
3. Sales made by employee
4. Commission scheme assigned
5. Sales targets achieved
6. Review commission calculations
7. Approve commissions
8. Commissions included in payroll

Payslips

Viewing Payslips

1. Navigate to HR → Payslips
2. Select employee
3. Select pay period
4. View/download payslip PDF

Payslips show: - Earnings breakdown - Deductions breakdown - Net pay - Year-to-date totals

Statutory Reports

Generating Statutory Reports

1. Go to Reports → HR → Statutory
2. Select report type:
3. PAYE Summary - Tax deductions
4. NSSF Summary - Social security contributions
5. Payroll Summary - Overall payroll report
6. Set period
7. Generate report
8. Export to required format

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Expenses & Vendors

Objective

Control operational spend and link costs to estates/projects.

Vendor Registry

Adding a Vendor

1. Navigate to Expenses → Vendors
2. Click "Add Vendor"
3. Enter vendor details:
4. Vendor Name - Company/individual name
5. Contact Person
6. Email, Phone
7. Address
8. Tax ID - VAT/TIN number
9. Enter banking information:
10. Bank Name
11. Account Number
12. Account Name
13. Set vendor category:
14. Category - e.g., "Construction", "Legal", "Marketing"
15. Set vendor status:
16. Active - Currently used
17. Inactive - Not currently used
18. Upload documents (contracts, agreements)
19. Click "Save"

Purchase Orders

Creating a Purchase Order

1. Go to Expenses → Purchase Orders
2. Click "Create PO"
3. Select vendor
4. Enter PO details:
5. PO Number - Auto-generated
6. PO Date
7. Required Date - When goods/services needed
8. Delivery Address
9. Add items:
10. Description
11. Quantity
12. Unit price
13. Tax/VAT
14. Review total
15. Submit for approval (if above threshold)
16. Approve PO
17. Send PO to vendor

Bills & Invoices

Recording a Vendor Bill

1. Navigate to Expenses → Bills
2. Click "Record Bill"
3. Link to PO (if applicable)
4. Enter bill details:
5. Bill Number - Vendor invoice number
6. Bill Date
7. Due Date
8. Vendor - Select vendor
9. Amount - Bill amount
10. Add line items
11. Tag to cost center:
12. Estate/Phase - Link to specific estate
13. Project - Link to project
14. Cost Type - Capex or Opex
15. Attach vendor invoice document
16. Submit for approval
17. Approve bill
18. Click "Save"

Payment Processing

Paying a Vendor Bill

1. Go to Expenses → Bills
2. Click on a bill
3. Click "Record Payment"
4. Enter payment details:
5. Payment Date
6. Payment Amount - Can be partial
7. Payment Method - Bank transfer, check, etc.
8. Reference Number
9. Select bank account
10. Click "Record Payment"

Bill status updates to "Paid" when fully paid.

Cost Allocation

Tagging Costs to Estates

1. When recording bill/expense
2. Select "Cost Allocation"
3. Choose allocation type:
4. Estate - Link to specific estate
5. Phase - Link to phase
6. Project - Link to project
7. Split costs (if multiple estates):
8. Allocate percentage or amount to each
9. Click "Save"

This helps track costs per estate/project.

Expense Categories

Managing Categories

1. Navigate to Setup → Expenses → Categories
2. Click "Add Category"
3. Enter category name (e.g., "Legal Fees", "Construction", "Marketing")
4. Set budget (optional):
5. Annual budget
6. Monthly budget
7. Set approval threshold
8. Click "Save"

Budget Management

Setting Budgets

1. Go to Expenses → Budgets
2. Click "Create Budget"
3. Select:
4. Period - Year, Quarter, Month
5. Category - Expense category
6. Estate/Project - If applicable
7. Enter budget amount
8. Set alerts:
9. Alert at 80% of budget
10. Alert at 100% of budget
11. Click "Save"

Monitoring Budgets

1. View budget vs. actual reports
2. See spending trends
3. Receive alerts when approaching limits

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Tasks, Approvals & Activity Log

Objective

Drive accountability and auditable decision-making.

Creating Tasks

Adding a Task

1. Navigate to Tasks → Tasks
2. Click "Create Task"
3. Enter task details:
4. Task Title - Task description
5. Task Type - Select type (Site Visit, Title Stage, Reconciliation, etc.)
6. Assigned To - Select staff member
7. Due Date - Task deadline
8. Priority - Low, Medium, High, Urgent
9. Status - Not Started, In Progress, Completed
10. Add description
11. Link to related record:
12. Link to client
13. Link to sale
14. Link to title case
15. Link to project
16. Add attachments
17. Set reminders
18. Click "Save"

Task Management

Updating Task Status

1. Go to Tasks → Tasks
2. Click on a task
3. Update status:
4. Not Started - Task created but not begun
5. In Progress - Work has started
6. Completed - Task finished
7. On Hold - Temporarily paused
8. Cancelled - Task cancelled
9. Add progress notes
10. Upload files if needed
11. Click "Save"

Mentions & Notifications

Mentioning Team Members

1. When creating/updating task
2. Use @ symbol followed by name
3. Mentioned person receives notification
4. Useful for collaboration

Approval Workflows

Understanding Approvals

Common approvals in the system: - Discount approvals (above threshold) - Refund approvals - Payroll approvals - Cancellation approvals - Contract approvals - Expense approvals

Requesting Approval

1. When action requires approval:
2. Apply discount
3. Process refund
4. Cancel booking
5. System automatically creates approval request
6. Approval request sent to approver(s)
7. Approver receives notification

Processing Approvals

1. Go to Tasks → Approvals
2. View pending approvals
3. Click on approval request
4. Review details:
5. What needs approval
6. Requested by
7. Amount/value
8. Reason
9. Take action:
10. Approve - Approve the request
11. Reject - Reject with reason
12. Request More Info - Ask for clarification
13. Add approval notes
14. Click "Approve" or "Reject"

Decision is logged in activity log.

Approval Configuration

Setting Up Approval Paths

1. Navigate to Setup → Approvals → Approval Paths
2. Click "Add Approval Path"
3. Configure:
4. Action Type - What requires approval (e.g., "Discount > 10%")
5. Approval Levels - Single or multi-level
6. Approvers - Who can approve
7. Escalation - What happens if not approved in time
8. Set thresholds:
9. Discount threshold (e.g., >10% requires approval)
10. Refund threshold
11. Expense threshold
12. Click "Save"

Activity Log

Viewing Activity Log

1. Go to any record (client, sale, invoice, etc.)
2. Click "Activity Log" tab
3. View all activities:
4. Who - User who made change
5. What - What action was taken
6. When - Date and time
7. Before/After - What changed (if applicable)

Activity Log Features

• Immutable log (cannot be edited)
• Shows all changes
• Includes approvals and rejections
• Shows before/after values
• Useful for audit trails

Task Templates

Creating Task Templates

1. Navigate to Setup → Tasks → Templates
2. Click "Add Template"
3. Enter template name (e.g., "Site Visit Task", "Title Stage Task")
4. Define template:
5. Task type
6. Default assignee
7. Default due date (e.g., +7 days)
8. Default priority
9. Template description
10. Click "Save"

Templates can be used to auto-create tasks when events occur.

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Notifications

Objective

Keep clients and staff informed without manual chasing.

Email Templates

Managing Email Templates

1. Navigate to Setup → Notifications → Email Templates
2. View existing templates:
3. Invoice emails
4. Receipt emails
5. Arrears reminders
6. Appointment confirmations
7. Title ready notifications
8. Payroll published notifications
9. Click on template to edit
10. Customize:
11. Subject line
12. Email body
13. Use merge fields: {client_name}, {invoice_number}, {amount}, etc.
14. Preview template
15. Click "Save"

Event-Based Notifications

Understanding Triggers

Notifications are automatically sent when: - Invoice is created - Payment is received - Invoice becomes overdue - Site visit is scheduled - Title is ready for handover - Payroll is published - Task is assigned - Approval is requested

Configuring Notifications

1. Go to Setup → Notifications → Settings
2. Enable/disable notifications:
3. Invoice notifications
4. Payment notifications
5. Reminder notifications
6. Task notifications
7. Approval notifications
8. Set notification rules:
9. When to send
10. Who receives
11. Template to use
12. Click "Save"

Reminders

Setting Up Reminders

1. Navigate to Setup → Notifications → Reminders
2. Configure reminder rules:
3. Invoice Due Reminder - Send 3 days before due date
4. Overdue Reminders - Send at 7, 14, 30 days overdue
5. Site Visit Reminder - Send 24 hours before visit
6. Title Stage Reminder - Send when stage due date approaching
7. Set reminder frequency
8. Select template for each reminder
9. Click "Save"

Ad-Hoc Notifications

Sending Manual Notifications

1. Go to Notifications → Send Email
2. Select recipient:
3. Single client
4. Multiple clients
5. Staff member
6. Group
7. Select template or write custom message
8. Merge fields auto-populate
9. Review message
10. Click "Send"

Delivery Tracking

Viewing Notification Status

1. Navigate to Notifications → Logs
2. View notification history:
3. Sent - Successfully sent
4. Delivered - Delivered to recipient
5. Opened - Recipient opened email
6. Failed - Delivery failed
7. View delivery details:
8. Sent date/time
9. Delivery date/time
10. Open date/time
11. Bounce reason (if failed)

Opt-In/Out Management

Managing Consent

1. From client profile
2. Go to "Communication Preferences"
3. Set preferences:
4. Email - Opt-in/out
5. SMS - Opt-in/out
6. Marketing - Opt-in/out
7. System respects DNC (Do Not Contact) flags
8. Click "Save"

SMTP Configuration

Setting Up Email Server

1. Go to Setup → Notifications → SMTP
2. Enter SMTP details:
3. SMTP Host - Email server
4. SMTP Port - Usually 587 or 465
5. SMTP Username - Email address
6. SMTP Password - Email password
7. Encryption - TLS or SSL
8. Set sender identity:
9. From Name - Display name
10. From Email - Sender email
11. Test connection
12. Click "Save"

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Administration & RBAC

Objective

Secure, govern, and sustain the platform.

Role-Based Access Control

Understanding Roles

Roles define what users can access: - Administrator - Full access to all modules - Sales Manager - Access to sales, clients, CRM - Finance Manager - Access to invoices, payments, expenses - HR Manager - Access to HR and payroll - Title Officer - Access to title management - Staff Member - Limited access based on role

Creating Roles

1. Navigate to Setup → Administration → Roles
2. Click "Add Role"
3. Enter role name
4. Set module permissions:
5. Estates & Plots - View, Create, Edit, Delete
6. Clients & CRM - View, Create, Edit, Delete
7. Sales & Bookings - View, Create, Edit, Delete
8. Titles - View, Create, Edit, Delete
9. Invoices - View, Create, Edit, Delete
10. HR & Payroll - View, Create, Edit, Delete
11. Expenses - View, Create, Edit, Delete
12. Reports - View reports
13. Setup - Access settings
14. Set record-level permissions:
15. All Records - Access to all
16. Own Records - Only records they created
17. Department Records - Only their department
18. Click "Save"

User Management

Creating Users

1. Go to Setup → Administration → Users
2. Click "Add User"
3. Enter user details:
4. Username
5. Email
6. Password
7. Full Name
8. Assign role
9. Assign department
10. Set user status (Active/Inactive)
11. Click "Save"

Master Data Configuration

Price Lists

1. Navigate to Setup → Master Data → Price Lists
2. Create price lists for:
3. Plot prices
4. Service fees
5. Other charges
6. Set effective dates
7. Click "Save"

Tax Configuration

1. Go to Setup → Master Data → Taxes
2. Configure:
3. VAT rates
4. Tax codes
5. Tax exemptions
6. Click "Save"

Cost Centers

1. Navigate to Setup → Master Data → Cost Centers
2. Create cost centers:
3. Departments
4. Estates
5. Projects
6. Use for expense allocation
7. Click "Save"

Numbering Sequences

Configuring Number Sequences

1. Go to Setup → Administration → Numbering
2. Configure sequences for:
3. Invoice numbers
4. Contract numbers
5. PO numbers
6. Receipt numbers
7. Set format:
8. Prefix (e.g., "INV")
9. Number format (e.g., "000001")
10. Suffix (optional)
11. Set starting number
12. Click "Save"

Data Retention & Anonymization

Setting Retention Policies

1. Navigate to Setup → Administration → Data Retention
2. Configure retention periods:
3. How long to keep active records
4. How long to keep archived records
5. When to anonymize data
6. Set anonymization rules
7. Click "Save"

Backups & Restore

Backup Configuration

1. Go to Setup → Administration → Backups
2. Configure:
3. Backup Frequency - Daily, Weekly
4. Backup Time - When to run
5. Retention - How many backups to keep
6. Storage Location - Where to store
7. Test backup
8. Click "Save"

Manual Backup

1. Navigate to Setup → Administration → Backups
2. Click "Create Backup Now"
3. Wait for backup to complete
4. Download backup file

Restore

1. Go to Setup → Administration → Restore
2. Select backup file
3. Review restore options
4. Click "Restore"

Environment Configuration

System Settings

1. Navigate to Setup → Administration → System Settings
2. Configure:
3. Company Information - Name, logo, address
4. Currency - Default currency
5. Date Format - How dates display
6. Time Zone - System timezone
7. Language - Default language
8. Click "Save"

Password Policies

Setting Password Rules

1. Go to Setup → Administration → Security
2. Configure password policies:
3. Minimum Length - e.g., 8 characters
4. Complexity - Require uppercase, lowercase, numbers
5. Expiry - Password expiry period
6. History - Prevent reuse of recent passwords
7. Set session timeout
8. Enable two-factor authentication (if available)
9. Click "Save"

Audit Logs

Viewing Audit Logs

1. Navigate to Setup → Administration → Audit Logs
2. View system-wide audit trail:
3. User logins
4. Data changes
5. Permission changes
6. System configuration changes
7. Filter by:
8. User
9. Date range
10. Action type
11. Module
12. Export logs

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Land Acquisitions

Module Overview

The Land Acquisitions module manages the complete land acquisition process from identification to purchase completion through a structured workflow system.

Land Acquisitions Dashboard

Location: Sidebar → Land Acquisitions → Dashboard

Purpose: Overview of land acquisition pipeline

Features: - Total opportunities count - Status breakdown (Draft, In Progress, On Hold, Completed, Cancelled) - Pipeline steps overview - Recent acquisitions - Quick create shortcuts

Key Metrics: - Total Opportunities - In Progress count - On Hold count - Completed count

Aggregated View

Location: Sidebar → Land Acquisitions → Aggregated View

Purpose: View all acquisitions in one comprehensive list

Features: - Complete list of all acquisitions - Filter by status, priority, risk level - Sort by various fields - Quick actions - Export capabilities

Common Workflows

Workflow 1: Create Land Acquisition Record

When to Use: When you identify a new land acquisition opportunity

Steps:

1. Navigate to Land Acquisitions
2. Go to Land Acquisitions → Add New

3. OR click "Add New" from dashboard

4. Fill Opportunity Details

5. Opportunity Name: Descriptive name (required)
6. Description: Detailed description of the opportunity
7. Location Details:
   • Country
   • District
   • County
   • Sub-county
   • Parish/Village
   • Specific location/address
8. Size: Land size
9. Size Unit: Unit of measurement

10. Target Estate: Select estate if this will become part of an existing estate (optional)

11. Set Financial Information

12. Asking Price: Seller's asking price
13. Negotiated Price: Negotiated price (if applicable)

14. Currency: Currency for prices

15. Set Status and Priority

16. Status: Select status:
    • Draft
    • In Progress
    • On Hold
    • Completed
    • Cancelled
17. Priority: Select priority level:
    • Low
    • Medium
    • High

18. Risk Rating: Select risk level:

    • Low
    • Medium
    • High

19. Add Seller Information

20. Seller Name: Name of seller/owner
21. Seller Contact: Contact information

22. Seller Address: Seller's address

23. Set Dates

24. Expected Closure Date: Expected completion date
25. Actual Closure Date: Actual completion date (if completed)

26. Negotiation Date: Date of negotiation (if applicable)

27. Save Acquisition

28. Click "Create Acquisition" or "Save Acquisition"
29. Acquisition is created with status "Draft"
30. Workflow steps are automatically initialized:
    • Step 1: Discovery
    • Step 2: Due Diligence
    • Step 3: Approvals & Onboarding
31. Current step is set to Step 1 (Discovery)

Pro Tip: Fill in as much information as possible at creation. You can always update details later.

Workflow 2: Complete Acquisition Steps

When to Use: When progressing through the acquisition workflow

Steps:

1. Navigate to Acquisition
2. Go to Land Acquisitions → Aggregated View or Dashboard

3. Click on the acquisition you want to work on

4. Review Current Step

5. Acquisition detail page shows current step

6. Steps are:

   • Step 1: Discovery - Capture leads, seller contacts, preliminary information
   • Step 2: Due Diligence - Attach valuation reports, legal opinions, risk assessments
   • Step 3: Approvals & Onboarding - Track decision meetings, budget releases, site preparation

7. Complete Step 1: Discovery

8. Ensure all preliminary information is captured:
   • Lead information
   • Seller contacts
   • Preliminary parcel information
   • Basic location details
9. Add notes and documents as needed
10. When ready, click "Proceed to Next Step"
11. Step status changes to "Approved"

12. Current step moves to Step 2 (Due Diligence)

13. Complete Step 2: Due Diligence

14. Create Due Diligence Report (if not already created):
    • Click "Create Due Diligence Report" button
    • Fill out due diligence questionnaire
    • Attach valuation reports
    • Attach legal opinions
    • Attach risk assessments
    • Submit report for approval
15. Approve Due Diligence Report:
    • Review report details
    • Click "Approve" or "Reject"
    • If approved, you can proceed to next step
    • If rejected, acquisition stops at this step
16. When report is approved, click "Proceed to Next Step"

17. Current step moves to Step 3 (Approvals & Onboarding)

18. Complete Step 3: Approvals & Onboarding

19. Track decision meetings:
    • Record meeting dates
    • Add meeting notes
    • Attach meeting minutes
20. Track budget releases:
    • Record budget approval
    • Add budget details
21. Prepare site for estate setup:
    • Document site preparation activities
    • Add notes and photos
22. When all activities are complete, click "Complete Acquisition"
23. Acquisition status changes to "Completed"
24. If target estate was selected, plots can now be created

Pro Tip: Don't skip steps. Each step builds on the previous one and ensures proper documentation.

Workflow 3: Create Site Visit Report

When to Use: After conducting a site visit for an acquisition or lead

Steps:

1. Navigate to Create Site Visit Report
2. Option A: From acquisition detail page, click "Create Site Visit Report"
3. Option B: From Site Visit Reports menu (if available)

4. Option C: From Lead Site Visit (if integrated)

5. Select Acquisition or Lead

6. If from acquisition, acquisition is pre-selected

7. If from menu, select the acquisition or lead

8. Fill Visit Information

9. Visit Date: Date and time of visit
10. Conducted By: Staff member who conducted visit (auto-filled)

11. Location: Site location details

12. Complete Questionnaire Sections

13. Questionnaire is organized into sections
14. Each section contains questions
15. Answer questions based on site visit observations:
    • Yes/No Questions: Select yes, no, or N/A
    • Text Questions: Enter detailed observations
    • Number Questions: Enter measurements or counts
    • Notes: Add additional notes per question

16. Upload photos/documents as needed

17. Complete All Sections

18. Work through each section
19. Ensure required questions are answered

20. Add photos and documents where applicable

21. Set Overall Assessment

22. Overall Assessment: Summary of visit findings
23. Risk Level: Select risk level (Low, Medium, High)

24. Recommendation: Select recommendation:

    • Proceed
    • Proceed with Conditions
    • Reject
    • Needs Review

25. Save Report

26. Click "Save Draft" to save as draft
27. Click "Submit Report" to submit for approval
28. Report status changes to "Submitted"

29. Report is linked to acquisition

30. Approve Report (If Required)

31. Authorized staff can approve/reject report
32. Click "Approve" or "Reject"
33. Approved reports can be used in acquisition workflow

Pro Tip: Take photos during the visit and upload them immediately. Complete the report while details are fresh.

Workflow 4: Create Due Diligence Report

When to Use: During Step 2 (Due Diligence) of acquisition workflow

Steps:

1. Navigate to Acquisition
2. Go to Land Acquisitions → Click on acquisition

3. Ensure acquisition is at Step 2 (Due Diligence)

4. Create Due Diligence Report

5. Click "Create Due Diligence Report" button
6. OR navigate to Due Diligence Reports → Create

7. Select the acquisition

8. Fill Questionnaire Sections

9. Due diligence questionnaire is comprehensive
10. Sections may include:
    • Property Information
    • Legal Compliance
    • Financial Assessment
    • Environmental Assessment
    • Risk Assessment
    • Recommendations
11. Answer all questions thoroughly

12. Attach supporting documents:

    • Valuation reports
    • Legal opinions
    • Survey reports
    • Environmental assessments
    • Risk assessments

13. Complete All Required Sections

14. Work through each section systematically
15. Ensure all required questions are answered
16. Provide detailed answers where needed

17. Attach all relevant documents

18. Set Assessment and Recommendation

19. Overall Assessment: Comprehensive assessment summary
20. Risk Level: Select risk level (Low, Medium, High)

21. Recommendation: Select recommendation:

    • Proceed
    • Proceed with Conditions
    • Reject
    • Needs Review

22. Save and Submit

23. Click "Save Draft" to save as draft
24. Click "Submit Report" when complete
25. Report status changes to "Submitted"

26. Report is linked to acquisition

27. Approve Report

28. Authorized staff reviews report
29. Click "Approve" to approve report
30. OR click "Reject" if issues found
31. If approved, acquisition can proceed to Step 3
32. If rejected, acquisition stops at Step 2

Pro Tip: Due diligence reports are critical. Ensure all sections are complete and all documents are attached before submission.

Feature Details

Land Acquisition Workflow

Acquisition Statuses: - Draft: Initial creation, not yet active - In Progress: Actively being worked on - On Hold: Temporarily paused - Completed: Successfully completed - Cancelled: Acquisition was cancelled

Workflow Steps: 1. Discovery (Step 1) - Capture lead information - Seller contacts - Preliminary parcel information - Status: Pending → In Review → In Progress → Ready → Approved

1. Due Diligence (Step 2)
2. Attach valuation reports
3. Legal opinions
4. Risk assessments
5. Due diligence report creation

6. Status: Pending → In Review → In Progress → Ready → Approved

7. Approvals & Onboarding (Step 3)

8. Track decision meetings
9. Budget releases
10. Site preparation
11. Status: Pending → In Review → In Progress → Ready → Approved

Step Statuses: - Pending: Step not yet started - In Review: Step is being reviewed - In Progress: Step is actively being worked on - Ready: Step is ready for approval - Approved: Step is approved, can proceed to next - Rejected: Step was rejected, workflow stops

Priority Levels: - Low: Low priority acquisition - Medium: Medium priority - High: High priority, urgent

Risk Ratings: - Low: Low risk acquisition - Medium: Medium risk - High: High risk, requires careful consideration

Site Visit Reports

Report Structure: - Questionnaire-based forms - Organized into sections - Questions with various types (yes/no, text, number) - Photo/document uploads - Overall assessment and recommendation

Report Statuses: - Draft: Report is being created - Completed: Report is complete but not submitted - Submitted: Report submitted for approval - Approved: Report approved and finalized - Rejected: Report rejected, needs revision

Report Components: - Visit date and conducted by - Questionnaire answers - Photos and documents - Overall assessment - Risk level - Recommendation

Due Diligence Reports

Report Structure: - Comprehensive questionnaire - Multiple sections covering all aspects - Document attachments - Assessment and recommendations

Report Statuses: - Draft: Report is being created - Completed: Report is complete but not submitted - Submitted: Report submitted for approval - Approved: Report approved, acquisition can proceed - Rejected: Report rejected, acquisition stops

Report Components: - Property information - Legal compliance - Financial assessment - Environmental assessment - Risk assessment - Supporting documents - Overall assessment - Risk level - Recommendation

Approval Workflow: - Reports must be approved before proceeding - Only authorized staff can approve - Rejected reports stop acquisition workflow - Approved reports enable step progression

Questionnaires (Admin)

Site Visit Questionnaire

Location: Admin menu → Site Visit Questionnaire

Purpose: Configure site visit questionnaire structure

Features: - Manage sections - Manage questions within sections - Set question types (yes/no, text, number, file) - Set required/optional - Reorder sections and questions

Due Diligence Questionnaire

Location: Admin menu → Due Diligence Questionnaire

Purpose: Configure due diligence questionnaire structure

Features: - Manage comprehensive sections - Manage detailed questions - Set question types and requirements - Configure conditional questions - Reorder sections and questions

Troubleshooting

Common Issues

Q: Acquisition workflow steps aren't progressing.

A: Check: 1. Current step is completed/approved 2. Required reports are created and approved (for Step 2) 3. You have permission to proceed to next step 4. Step status is "Approved" before proceeding

Q: I can't create a due diligence report.

A: Verify: 1. Acquisition is at Step 2 (Due Diligence) 2. You have land_management_due_diligence_reports permission with "create" capability 3. Due diligence questionnaire is configured

Q: Site visit report questionnaire is empty.

A: Check: 1. Site visit questionnaire is configured in admin settings 2. Sections and questions are created 3. Questionnaire is active 4. Contact administrator to configure questionnaire

Q: I can't approve a due diligence report.

A: Ensure: 1. You have land_management_due_diligence_reports permission with "approve" capability 2. Report status is "Submitted" 3. You are authorized to approve reports

Q: Acquisition can't proceed to next step after due diligence.

A: Verify: 1. Due diligence report is created 2. Report status is "Approved" 3. Current step status is "Approved" 4. Click "Proceed to Next Step" button

Best Practices

1. Acquisition Documentation: Document everything during acquisition. Attach all relevant documents to reports.
2. Step Completion: Complete each step thoroughly before proceeding. Don't skip required activities.
3. Report Quality: Ensure reports are comprehensive and accurate. They are critical for decision-making.
4. Status Updates: Keep acquisition statuses up to date. Use "On Hold" when waiting for external factors.
5. Risk Assessment: Always assess risk levels accurately. High-risk acquisitions require extra attention.
6. Due Diligence: Never skip due diligence. It's critical for avoiding problems later.
7. Site Visits: Conduct thorough site visits. Take photos and document everything.
8. Integration: Leverage Lead Site Visits integration for client site visits related to acquisitions.

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Site Visit Management

Module Overview

What is Lead Site Visits?

The Lead Site Visits module manages mandatory site visits for leads interested in properties. It acts as a gate between leads and serious interest actions, ensuring that all potential customers visit the site before proceeding with purchases or reservations.

Key Benefits

• Structured Process - Ensures all leads complete a site visit before serious actions
• Payment Management - Track and manage site visit fees
• Scheduling - Easy calendar-based scheduling and management
• Acknowledgements - Capture client acknowledgements and outcomes
• Integration - Works seamlessly with Leads and Land Management modules

Who Should Use This Module?

• Administrators - Full access to all site visits, settings, and reporting
• Operations Managers - Manage their assigned site visits, mark completions, submit acknowledgements
• Sales Team - Schedule visits for their leads

Getting Started

Accessing the Module

1. Log in to your LBMS admin panel
2. Look for "Client Site Visits" in the left sidebar menu (icon: map-marker)
3. Click to expand the menu and see available options

Menu Navigation

The module appears in the sidebar with the following structure: - Client Site Visits (parent menu) - All Client Site Visits (Admin only) - Calendar (Admin & Operations) - My Site Visits (Operations Manager) - Settings (Admin only)

Permissions Overview

Admin Permissions: - View all site visits - Create, edit, and delete site visits - Access settings - Generate invoices - Convert leads to customers

Operations Manager Permissions: - View own assigned site visits - Edit assigned visits - Mark visits as completed - Submit acknowledgements - View calendar

Main Features & Navigation

All Client Site Visits (Admin Only)

Location: Sidebar → Client Site Visits → All Client Site Visits

Purpose: View and manage all site visits across the system

Features: - Complete list of all site visits - Advanced filtering options: - By Lead - By Estate - By Plot - By Assigned Staff - By Status - By Payment Status - By Date Range - Quick actions: View, Edit, Delete - Bulk operations - Export capabilities

Key Actions Available: - Create new site visit - Filter and search - View visit details - Edit visit information - Delete visits (if needed)

Calendar View

Location: Sidebar → Client Site Visits → Calendar

Purpose: Visual calendar representation of all scheduled site visits

Features: - Monthly calendar view - Color-coded by status - Filter by assigned staff member - Click on date to see visits - Quick scheduling from calendar - Navigate between months

Who Can Access: - Administrators (all visits) - Operations Managers (own visits only)

My Site Visits (Operations Manager)

Location: Sidebar → Client Site Visits → My Site Visits

Purpose: Personal dashboard for operations managers to manage their assigned visits

Features: - List of visits assigned to you - Filter by status - Filter by date range - Quick status updates - Upcoming visits highlighted - Overdue visits alerts

Key Actions: - View visit details - Mark as completed - Submit acknowledgement - Update visit notes

Settings (Admin Only)

Location: Sidebar → Client Site Visits → Settings

Purpose: Configure default values and notification preferences

Features: - Default fee amount - Default currency - Default income account - Reminder notifications - Email notification preferences

Common Workflows

Workflow 1: Schedule a Site Visit

When to Use: When a lead expresses interest in viewing a property

Steps:

1. Navigate to Create Page
2. Go to Client Site Visits → All Client Site Visits
3. Click the "Schedule Client Site Visit" button (top right)

4. OR: From a Lead profile, click the "Site Visits" tab and click "Schedule Client Site Visit"

5. Select Lead

6. If creating from Lead profile, the lead is pre-selected
7. If creating from main menu, select the lead from the dropdown

8. Required field

9. Select Estate and Plot

10. Choose the estate from the dropdown
11. Select the specific plot within that estate

12. Both fields are required

13. Set Visit Date & Time

14. Enter the visit date
15. Enter the visit time

16. Ensure date/time is in the future

17. Assign Operations Manager

18. Select the staff member who will conduct the visit
19. This person will receive notifications and can manage the visit

20. Required field

21. Set Fee Amount

22. Enter the fee amount (defaults to settings value)
23. Select currency

24. This will be used when generating invoices

25. Add Notes (Optional)

26. Add any special instructions or notes

27. This information is visible to the assigned operations manager

28. Save

29. Click "Schedule Visit" button
30. Visit is created with status "Scheduled"
31. Notifications are sent to the lead and assigned staff member

Pro Tip: You can also schedule visits directly from the Calendar view by clicking on a date.

Workflow 2: Complete a Site Visit

When to Use: After the site visit has been conducted

Steps:

1. Navigate to Visit Details
2. Go to My Site Visits (Operations Manager) or All Client Site Visits (Admin)

3. Click on the visit you want to complete

4. Review Visit Information

5. Verify lead details
6. Check estate and plot information

7. Review any notes

8. Mark as Completed

9. Click the "Mark Completed" button
10. Visit status changes to "Completed"

11. This enables acknowledgement submission

12. Submit Acknowledgement (After Visit Date)

13. After the visit date/time has passed OR after marking as completed
14. Click "Submit Acknowledgement" button
15. Fill in the acknowledgement form:
    • Client Full Name
    • NIN/Passport Number
    • Outcome (Interested and ready/Interested but needs time/Not interested)
    • Outcome Notes
    • Client Signature

16. Click "Submit Acknowledgement"

17. Record Payment (If Applicable)

18. If payment was received, click "Record Payment"
19. Select payment method
20. Enter payment date

21. Payment status updates automatically

22. Convert Lead to Customer (Optional)

23. If the lead is ready to proceed, click "Convert to Customer"
24. Lead is converted to a customer in LBMS
25. Customer can now receive invoices and make purchases

Pro Tip: Acknowledgements can only be submitted after the visit date/time has passed or the visit is marked as completed. This ensures accurate timing.

Workflow 3: Generate Invoice & Record Payment

When to Use: When you need to bill the lead for the site visit fee

Steps:

1. Navigate to Visit Details
2. Go to the visit you want to invoice

3. Click to view full details

4. Generate Invoice

5. Click the "Generate Invoice" button
6. System checks if invoice already exists
7. If no invoice exists:
   • Customer record is created (if lead not yet converted)
   • Invoice is generated in LBMS
   • Invoice amount matches the visit fee
   • Invoice is linked to the visit

8. If invoice already exists, you'll see a message

9. View Invoice

10. Click the invoice link to view in LBMS
11. Invoice can be sent to the customer

12. Invoice can be customized as needed

13. Record Payment

14. Once payment is received, click "Record Payment" button
15. Select payment method from dropdown
16. Enter payment date
17. Add payment notes (optional)
18. Click "Record Payment"
19. Payment status updates to "Paid"
20. Payment is recorded in LBMS

Pro Tip: The invoice is automatically created with the correct amount and linked to the visit. You can customize the invoice before sending it to the customer.

Workflow 4: Submit Acknowledgement

When to Use: After completing a site visit to capture client feedback and outcome

Steps:

1. Access Acknowledgement Form
2. Navigate to the completed visit details

3. The "Submit Acknowledgement" button appears after:

   • The visit date/time has passed, OR
   • The visit is marked as "Completed"

4. Fill Client Information

5. Client Full Name: Enter the client's full legal name
6. NIN/Passport Number: Enter identification number

7. Both fields are required

8. Select Outcome

9. Choose one of three options:

   • Interested and ready to proceed: Client wants to move forward
   • Interested but needs time: Client is interested but needs more time
   • Not interested: Client is not interested in proceeding

10. Add Outcome Notes

11. Provide detailed notes about the visit outcome
12. Include any specific feedback from the client

13. Mention any concerns or questions raised

14. Capture Signature

15. Client signature field (if using signature capture)

16. Or upload signed document

17. Submit

18. Review all information
19. Click "Submit Acknowledgement"
20. Acknowledgement is saved and cannot be edited
21. PDF acknowledgement can be generated

Pro Tip: The acknowledgement serves as a legal record of the site visit and client's interest level. Ensure all information is accurate before submitting.

Workflow 5: Reschedule a Site Visit

When to Use: When a scheduled visit needs to be moved to a different date/time

Steps:

1. Navigate to Visit Details
2. Find the visit you want to reschedule

3. Click to view details

4. Edit Visit

5. Click "Edit" button
6. Update the visit date and/or time

7. Add a note explaining the reschedule reason

8. Save Changes

9. Click "Update Visit"
10. Status automatically changes to "Rescheduled"
11. Notifications sent to lead and staff

Pro Tip: Always add a note explaining why the visit was rescheduled for future reference.

Workflow 6: Cancel a Site Visit

When to Use: When a visit needs to be cancelled

Steps:

1. Navigate to Visit Details
2. Find the visit to cancel

3. Click to view details

4. Cancel Visit

5. Click "Cancel" button
6. Confirm cancellation

7. Add cancellation reason (optional but recommended)

8. Handle Payment

9. If payment was already received, process refund if applicable
10. Update payment status to "Refunded" if refunded

Pro Tip: Cancelled visits can be filtered and reviewed for patterns to improve scheduling processes.

Feature Details

Status Management

Site visits progress through the following statuses:

• Draft: Visit created but not yet finalized
• Scheduled: Visit is confirmed and scheduled
• Confirmed: Visit has been confirmed by the client
• Rescheduled: Visit date/time has been changed
• Completed: Visit has been conducted
• No Show: Client did not attend the scheduled visit
• Cancelled: Visit was cancelled

Status Flow:

Draft → Scheduled → Confirmed → Completed
                    ↓
                 Rescheduled → Scheduled
                    ↓
                 Cancelled

Payment Status

• Unpaid: No payment received yet
• Paid: Payment has been received and recorded
• Refunded: Payment was refunded (e.g., due to cancellation)

Visit Information Fields

Basic Information: - Lead: The lead/client for the visit (required) - Estate: The estate being visited (required) - Plot: The specific plot number (required) - Visit Date: Date of the visit (required) - Visit Time: Time of the visit (required) - Assigned Staff: Operations manager conducting the visit (required) - Fee Amount: Charge for the site visit (required) - Currency: Currency for the fee (required) - Notes: Additional information or instructions

Status Tracking: - Current status badge - Payment status badge - Last updated timestamp

Integration Points

Leads Module: - Site Visits tab appears on Lead profile - Quick "Schedule Visit" button on Lead profile - Visit count badge on Lead tab

Land Management Module: - Estate and Plot selection from Land Management data - Plot details (size, dimensions) displayed in visit

Invoicing: - Automatic invoice generation - Payment recording - Income account mapping

Customer Conversion: - Convert lead to customer after visit - Customer record created in LBMS - Enables further sales processes

Calendar Features

• Monthly View: See all visits for the month
• Color Coding: Different colors for different statuses
• Staff Filtering: Filter by assigned operations manager
• Quick Actions: Click on visit to view details
• Navigation: Move between months easily

Acknowledgement Features

• Client Details: Name and identification capture
• Outcome Tracking: Standardized outcome options
• Notes: Detailed feedback capture
• Signature: Client signature capture
• PDF Generation: Generate acknowledgement PDF
• One-Time Submission: Cannot be edited after submission

Settings Configuration

Location: Client Site Visits → Settings (Admin only)

Default Fee Amount

Set the default fee amount that will be pre-filled when creating new site visits. This can be overridden for individual visits.

How to Set: 1. Navigate to Settings 2. Enter default fee amount 3. Save settings

Default Currency

Select the default currency for site visit fees. This should match your primary business currency.

How to Set: 1. Navigate to Settings 2. Select currency from dropdown 3. Save settings

Default Income Account

Map site visit fees to a specific income account in your accounting system.

How to Set: 1. Navigate to Settings 2. Select income account from dropdown 3. Save settings

Reminder Notifications

Configure automatic email reminders for upcoming site visits.

Options: - Enable Reminders: Toggle to enable/disable all reminders - 24-Hour Reminder: Send reminder 24 hours before visit - 2-Hour Reminder: Send reminder 2 hours before visit

How to Configure: 1. Navigate to Settings 2. Toggle "Enable Reminders" 3. Check desired reminder options 4. Save settings

Pro Tip: Reminders help reduce no-shows and ensure operations managers are prepared.

Email Notification Preferences

Control who receives email notifications for site visits.

Options: - Notify Client: Send emails to the lead/client - Notify Staff: Send emails to assigned operations manager

Notification Types: - Visit scheduled - Visit rescheduled - Visit cancelled - Reminders (if enabled)

How to Configure: 1. Navigate to Settings 2. Toggle notification options 3. Save settings

Troubleshooting

Common Issues

Q: I can't see the "Client Site Visits" menu item.

A: Check your permissions. You need at least one of these permissions: - lead_site_visits_view (view permission) - lead_site_visits_operations (operations manager permission) - Admin access

Contact your administrator to assign the appropriate permissions.

Q: I can't submit an acknowledgement.

A: Acknowledgements can only be submitted: - After the visit date/time has passed, OR - After the visit is marked as "Completed"

If the visit date hasn't passed yet, you can mark it as completed first, then submit the acknowledgement.

Q: The "Generate Invoice" button doesn't work.

A: Check the following: 1. Ensure the visit has a fee amount set 2. Verify the lead can be converted to a customer 3. Check that the default income account is set in settings 4. Ensure you have permission to create invoices in LBMS

Q: I can't see visits assigned to me in "My Site Visits".

A: Verify: 1. You have the lead_site_visits_operations permission with "view_own" capability 2. The visits are actually assigned to your staff account 3. Check the visit status filter - it might be filtering out your visits

Q: Calendar view shows no visits.

A: Check: 1. Your date range filter (defaults to current month) 2. Staff filter (if you're an operations manager, you'll only see your visits) 3. Ensure visits exist in the selected date range 4. Check your permissions

Q: Can I edit an acknowledgement after submitting?

A: No, acknowledgements cannot be edited after submission to maintain data integrity. If corrections are needed, contact your administrator.

Q: How do I refund a payment?

A: 1. Navigate to the visit details 2. Click "Record Payment" 3. Select "Refunded" as the payment status 4. Add refund notes 5. Save

The payment status will update to "Refunded".

Best Practices

1. Schedule Early: Schedule visits as soon as a lead expresses interest
2. Set Reminders: Enable reminder notifications to reduce no-shows
3. Complete Promptly: Mark visits as completed and submit acknowledgements promptly after the visit
4. Detailed Notes: Always add notes when rescheduling or cancelling visits
5. Payment Tracking: Record payments immediately upon receipt
6. Customer Conversion: Convert leads to customers promptly after positive visits

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Due Diligence

Objective

Conduct comprehensive due diligence investigations for land acquisitions with systematic tracking and documentation.

Creating a Due Diligence Case

Opening a Due Diligence Case

1. Navigate to Due Diligence → New Case
2. Click "Create Due Diligence Case"
3. Link to acquisition:
4. Select land acquisition record
5. Or create new acquisition link
6. Enter case details:
7. Case Number - Auto-generated
8. Case Title - Description
9. Status - In Progress, Under Review, Completed, Issues Found
10. Priority - Low, Medium, High, Urgent
11. Set timeline:
12. Start Date - When due diligence started
13. Target Completion - Expected completion date
14. Deadline - Final deadline
15. Assign team:
16. Case Manager - Primary responsible person
17. Legal Advisor - Legal team member
18. Surveyor - Survey team member
19. Valuer - Valuation team member
20. Click "Save"

Due Diligence Checklist

Standard Due Diligence Items

1. Go to due diligence case
2. View "Checklist" tab
3. Complete checklist items:

Legal Checks: - Title search completed - Ownership verification - Encumbrances check (mortgages, liens) - Restrictions and covenants review - Zoning compliance - Planning permissions - Environmental compliance

Physical Checks: - Land survey completed - Boundary verification - Access verification - Utilities availability - Topography assessment - Soil quality assessment

Financial Checks: - Valuation completed - Market analysis - Cost-benefit analysis - Financing options reviewed

Compliance Checks: - Tax compliance - Regulatory compliance - Local authority requirements - Community agreements

1. Mark items as complete
2. Add notes for each item
3. Upload supporting documents

Document Management

Uploading Due Diligence Documents

1. From due diligence case, go to "Documents" tab
2. Upload documents by category:

Legal Documents: - Title deeds - Search certificates - Encumbrance certificates - Planning permissions - Environmental reports

Survey Documents: - Survey reports - Survey maps - Boundary plans - Topographical maps

Financial Documents: - Valuation reports - Market analysis - Cost estimates - Financial projections

1. For each document:
2. Select document type
3. Upload file
4. Add description
5. Set document date
6. Set expiry date (if applicable)
7. Mark as critical (if required for approval)

Risk Assessment

Recording Risks and Issues

1. Go to "Risks" tab in due diligence case
2. Click "Add Risk"
3. Enter risk details:
4. Risk Category - Legal, Financial, Physical, Environmental
5. Risk Description - What is the risk
6. Risk Level - Low, Medium, High, Critical
7. Impact - Potential impact if risk materializes
8. Mitigation - How to mitigate the risk
9. Status - Open, Mitigated, Accepted
10. Assign responsible person
11. Set review date
12. Click "Save"

Due Diligence Reports

Generating Due Diligence Reports

1. Navigate to Due Diligence → Reports
2. Click "Generate Report"
3. Select report type:
4. Executive Summary - High-level summary
5. Full Due Diligence Report - Complete report
6. Legal Report - Legal findings only
7. Financial Report - Financial analysis only
8. Select due diligence case
9. Choose sections to include
10. Generate PDF report

Approval Workflow

Submitting for Approval

1. Once due diligence is complete
2. Click "Submit for Approval"
3. Review completion checklist
4. Attach final report
5. Add summary of findings
6. Submit to approver

Approver reviews and can: - Approve acquisition to proceed - Request more information - Reject acquisition

Integration with Acquisitions

Linking to Land Acquisitions

1. Due diligence cases automatically link to acquisitions
2. Acquisition status updates based on due diligence:
3. If issues found → Acquisition paused
4. If approved → Acquisition proceeds
5. If rejected → Acquisition cancelled
6. View due diligence status from acquisition record

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Recruitment

Module Overview

What is HR Recruitment?

The HR Recruitment module provides a complete recruitment lifecycle management system, from creating job vacancies to hiring candidates. It includes application form building, applicant tracking, interview scheduling, panel management, and decision-making workflows.

Key Benefits

• Complete Lifecycle - Manage the entire recruitment process from vacancy to hire
• Custom Application Forms - Build dynamic application forms per vacancy
• Applicant Tracking - Track applicants through multiple stages (New → Screening → Interview → Offered → Hired)
• Interview Management - Schedule, manage, and track interviews with panel support
• Public Careers Page - Publish vacancies for public applications
• Integration - Seamlessly integrates with HR Onboarding module for smooth handoff

Who Should Use This Module?

• HR Administrators - Full access to all recruitment functions
• Hiring Managers - Create vacancies, review applications, conduct interviews
• Panel Members - Submit interview decisions and evaluations
• Public Users - Browse and apply for open positions via the careers page

Getting Started

Accessing the Module

1. Log in to your LBMS admin panel
2. Look for "Recruitment" in the left sidebar menu (icon: briefcase)
3. Click to expand and see available submenu items

Menu Navigation

The module appears in the sidebar with the following structure: - Recruitment (parent menu) - Vacancies - Applicants - Interviews - Interview Panels

Public Access

The module also provides a public-facing careers page accessible at: - URL: /careers (e.g., https://yourdomain.com/careers) - Purpose: Allows external candidates to browse and apply for open positions

Permissions Overview

Core Permissions: - hr_recruitment_view - View vacancies and applicants - hr_recruitment_create - Create vacancies - hr_recruitment_edit - Edit vacancies and update applicant status - hr_recruitment_delete - Delete vacancies - hr_recruitment_hire - Hire applicants (create employees)

Interview Permissions: - hr_recruitment_interviews_view - View interviews - hr_recruitment_interviews_create - Schedule interviews - hr_recruitment_interviews_edit - Edit interviews - hr_recruitment_interviews_delete - Delete interviews - hr_recruitment_interviews_schedule - Schedule interviews - hr_recruitment_interviews_cancel - Cancel interviews - hr_recruitment_interviews_reschedule - Reschedule interviews

Panel Permissions: - hr_recruitment_panels_view - View interview panels - hr_recruitment_panels_create - Create panels - hr_recruitment_panels_edit - Edit panels - hr_recruitment_panels_delete - Delete panels

Decision Permissions: - hr_recruitment_decisions_submit - Submit interview decisions - hr_recruitment_decisions_view_all - View all decisions

Main Features & Navigation

Vacancies

Location: Sidebar → Recruitment → Vacancies

Purpose: Create and manage job vacancies

Features: - List all vacancies with filters: - By Status (Draft, Open, Closed) - By Published Status (Published/Unpublished) - By Department - By Job Position - Create new vacancies - Edit existing vacancies - Delete vacancies - Publish/Unpublish for public careers page - Form builder per vacancy - View applications per vacancy

Key Actions: - Add Vacancy: Create a new job posting - Edit: Modify vacancy details - Delete: Remove vacancy (if no applications) - Publish/Unpublish: Control visibility on public page - View Applications: See all applicants for a vacancy

Applicants

Location: Sidebar → Recruitment → Applicants

Purpose: View and manage all job applications

Features: - Complete list of all applications - Advanced filtering: - By Status (New, Screening, Interview, Offered, Hired, Rejected) - By Vacancy - By Date Range - Applicant detail view with: - Personal information - Form answers (all submitted fields) - Uploaded files (CV, documents) - Status history - Interview records - Decision records - Status management dropdown - Hire action (creates employee record)

Status Pipeline:

NEW → SCREENING → INTERVIEW → OFFERED → HIRED
                                    ↓
                                REJECTED

Key Actions: - View Details: See complete applicant information - Update Status: Move applicant through pipeline - Schedule Interview: Quick access to interview scheduling - Hire: Convert applicant to employee - Reopen: Reopen rejected applicants to screening

Interviews

Location: Sidebar → Recruitment → Interviews

Purpose: Schedule and manage interviews

Features: - List all scheduled interviews - Filter by: - Status (Scheduled, Completed, Cancelled) - Interview Type (Phone, Video, In-Person, Panel) - Vacancy - Date Range - Schedule new interview - Edit interview details - View interview details - Reschedule interviews - Cancel interviews - Complete interviews - Submit decisions (for panel members)

Interview Types: - Phone: Telephone interview - Video: Video call interview (Zoom, Teams, etc.) - In-Person: Face-to-face interview - Panel: Interview with multiple panel members

Key Actions: - Schedule Interview: Create new interview - View: See interview details and decisions - Edit: Modify interview details - Reschedule: Change date/time - Cancel: Cancel interview - Complete: Mark interview as completed - Submit Decision: Panel members submit evaluations

Interview Panels

Location: Sidebar → Recruitment → Interview Panels

Purpose: Manage reusable interview panels

Features: - List all defined panels - Create new panels - Edit existing panels - View panel details - Delete panels - Assign members with roles: - Chairperson: Leads the interview - Member: Regular panel member - Observer: Observes but doesn't participate - Set "Required for Decision" flag per member - Active/Inactive status

Key Actions: - Add Panel: Create new panel - Edit: Modify panel members and details - View: See panel composition - Delete: Remove panel (if not assigned to interviews)

Common Workflows

Workflow 1: Create and Publish a Vacancy

When to Use: When you need to post a new job opening

Steps:

1. Navigate to Vacancies
2. Go to Recruitment → Vacancies

3. Click "Add Vacancy" button (top right)

4. Fill Vacancy Details

5. Vacancy Title: Job title (e.g., "Senior Software Developer")
6. Job Position: Select from existing positions (if HR Profile module installed)
7. Department: Select department
8. Description: Detailed job description (supports HTML)
9. Requirements: Required qualifications and skills
10. Closing Date: Application deadline
11. Responsible Staff: Staff member managing this vacancy
12. Status: Draft (not visible) or Open (accepting applications)

13. Published: Check to make visible on public careers page

14. Build Application Form

15. Default fields are automatically added:
    • First Name, Last Name
    • Email, Phone
    • Address, City, Country
    • Date of Birth, Gender
    • Education, Experience
    • Cover Letter, CV Upload
    • And more...
16. Add Custom Fields (if needed):
    • Click "Add Field"
    • Select field type (Text, Email, Textarea, Select, Radio, Checkbox, Date, File)
    • Enter field label
    • Set required/optional
    • Save
17. Reorder Fields:
    • Drag and drop fields to reorder
    • Click "Save Order"
18. Edit Fields:
    • Click edit icon on any field
    • Modify properties
    • Save changes

19. Delete Fields:

    • Click delete icon (protected fields cannot be deleted)

20. Save Vacancy

21. Click "Create Vacancy" or "Update Vacancy"
22. If published, vacancy appears on public careers page immediately
23. If draft, you can publish later

Pro Tip: Build your form before publishing to ensure all required information is captured from applicants.

Workflow 2: Review and Process Applications

When to Use: When applications are received for a vacancy

Steps:

1. Navigate to Applicants
2. Go to Recruitment → Applicants

3. Filter by vacancy if needed (using filter dropdown)

4. View Applicant Details

5. Click on an applicant's name

6. Review complete information:

   • Personal details
   • All form answers
   • Uploaded files (CV, documents)
   • Status history
   • Interview records (if any)

7. Review Application

8. Read cover letter
9. Download and review CV
10. Check form answers

11. Review qualifications

12. Update Status

13. Use the status dropdown on applicant view page
14. Select appropriate status:
    • Screening: Initial review in progress
    • Interview: Ready for interview
    • Offered: Job offer extended
    • Rejected: Not selected
15. Click "Update" button

16. Status history is automatically recorded

17. Schedule Interview (If Moving to Interview)

18. After updating status to "Interview"
19. Click "Schedule Interview" button (if available)
20. OR navigate to Interviews → Schedule Interview
21. Applicant is pre-selected

Pro Tip: Use the status pipeline consistently to track applicant progress accurately.

Workflow 3: Schedule an Interview

When to Use: When an applicant is ready for an interview

Steps:

1. Navigate to Schedule Interview
2. Option A: From Applicant view, click "Schedule Interview"

3. Option B: Go to Interviews → Click "Schedule Interview"

4. Select Applicant

5. If from applicant view, applicant is pre-selected
6. If from main menu, select applicant from dropdown

7. Only applicants with status "Interview" or "Screening" appear

8. Choose Interview Type

9. Select from dropdown:

   • Phone: For telephone interviews
   • Video: For video call interviews
   • In-Person: For face-to-face interviews
   • Panel: For panel interviews (requires panel selection)

10. Set Date and Time

11. Interview Date: Select date
12. Interview Time: Select start time
13. End Time: Select end time (optional but recommended)

14. Ensure date/time is in the future

15. Add Location/Meeting Link

16. For In-Person: Enter physical location/address
17. For Video: Enter meeting link (Zoom, Teams, etc.)

18. For Phone: Can leave blank or add phone number

19. Select Panel (If Panel Interview)

20. If interview type is "Panel", panel selection appears
21. Select an existing panel from dropdown
22. Panel members will receive notifications

23. Panel members can submit decisions after interview

24. Add Notes

25. Add any special instructions or notes

26. Visible to panel members and assigned staff

27. Save

28. Click "Schedule Interview"
29. Interview is created with status "Scheduled"
30. Notifications are automatically sent to:
    • Applicant (email with date, time, location/link)
    • Panel members (if panel interview)
    • Responsible staff
31. Calendar events are created for staff members

Pro Tip: Schedule interviews well in advance and send calendar invites to all participants.

Workflow 4: Submit Interview Decision (Panel Member)

When to Use: After conducting a panel interview, panel members submit their evaluations

Steps:

1. Access Interview
2. Navigate to Interviews → Click on interview
3. OR from My Decisions menu (if available)

4. You must be a panel member to submit decisions

5. Review Interview Details

6. Verify applicant information
7. Check vacancy details

8. Review interview date/time and location

9. Click "Submit Decision"

10. Button appears if:

    • You are a panel member
    • You have permission to submit decisions
    • Interview is completed or scheduled

11. Fill Decision Form

12. Decision: Select from dropdown:
    • Recommend: Strong candidate, recommend hiring
    • Not Recommend: Do not recommend hiring
    • Maybe: Uncertain, needs more consideration
13. Rating: Select rating (1-10 scale)
14. Feedback: Provide detailed feedback (required)
15. Strengths: List candidate's strengths
16. Weaknesses: List candidate's weaknesses

17. File Upload: Upload evaluation document (optional)

18. Submit Decision

19. Review all information
20. Click "Submit Decision" or "Update Decision"
21. Decision is saved and cannot be edited (unless updating)

22. Other panel members can see your decision (anonymized if needed)

23. View All Decisions

24. On interview view page, see "Panel Decisions" section
25. View all panel member decisions
26. See consensus status
27. Download decision attachments

Pro Tip: Submit decisions promptly after interviews while details are fresh. Provide constructive feedback.

Workflow 5: Hire an Applicant

When to Use: When you've decided to hire an applicant

Steps:

1. Navigate to Applicant
2. Go to Applicants → Click on applicant name

3. Ensure applicant status is appropriate (usually "Offered" or "Interview")

4. Update Status to Hired

5. Use status dropdown
6. Select "Hired"
7. Click "Update"

8. Status changes to "Hired"

9. Click "Hire" Button

10. "Hire" button appears when status is "Hired"

11. Click the button

12. Fill Employee Creation Form

13. First Name: Pre-filled from application
14. Last Name: Pre-filled from application
15. Email: Pre-filled from application
16. Phone: Pre-filled from application
17. Job Title: Select from positions
18. Department: Select department
19. Start Date: Enter employment start date
20. Create User Account: Check if employee should have system access

21. Additional fields as needed

22. Create Employee

23. Click "Create Employee"
24. Employee record is created in LBMS
25. Staff ID is assigned and linked to applicant
26. If HR Onboarding module is installed, onboarding is automatically triggered

27. Applicant record is updated with staff ID

28. Complete Onboarding

29. If onboarding module is installed, navigate to onboarding
30. Complete onboarding checklist
31. Employee is ready to start

Pro Tip: Ensure all employment details are finalized before creating the employee record.

Workflow 6: Create and Manage Interview Panel

When to Use: When you need to set up a reusable interview panel

Steps:

1. Navigate to Interview Panels
2. Go to Recruitment → Interview Panels

3. Click "Add Panel" button

4. Fill Panel Details

5. Panel Name: Descriptive name (e.g., "Technical Interview Panel")
6. Description: Purpose and scope of panel

7. Active: Check to make panel available for selection

8. Add Panel Members

9. Click "Add Member" button
10. For each member:
    • Staff Member: Select from dropdown
    • Role: Choose role:
    • Chairperson: Leads the interview
    • Member: Regular panel member
    • Observer: Observes only
    • Required for Decision: Check if this member's decision is required for final decision

11. Repeat for all panel members

12. Save Panel

13. Click "Create Panel" or "Update Panel"
14. Panel is saved and available for selection when scheduling panel interviews

15. Panel members receive notification email

16. Use Panel in Interview

17. When scheduling interview, select "Panel" as interview type
18. Select this panel from dropdown
19. All panel members are notified

Pro Tip: Create panels for common interview types (Technical, HR, Management) to save time.

Workflow 7: Reschedule an Interview

When to Use: When an interview needs to be moved to a different date/time

Steps:

1. Navigate to Interview

2. Go to Interviews → Click on interview

3. Click "Reschedule Interview"

4. Button appears if you have permission and interview is not cancelled/completed

5. View Current Details

6. See current date, time, and location

7. Review applicant and vacancy information

8. Set New Date and Time

9. New Interview Date: Select new date
10. New Interview Time: Select new start time
11. New End Time: Select new end time

12. Ensure new date/time is in the future

13. Add Reschedule Reason

14. Enter reason for rescheduling (optional but recommended)

15. Helps track reschedule patterns

16. Save

17. Click "Reschedule Interview"
18. Interview date/time is updated
19. Old date/time is stored for reference
20. Notifications are sent to:
    • Applicant (showing old and new dates)
    • Panel members (if panel interview)
    • Staff members
21. Calendar events are updated

Pro Tip: Always provide a reason for rescheduling to maintain good communication with candidates.

Feature Details

Vacancy Management

Job Position Integration: - If HR Profile module is installed, job positions are pulled from there - Otherwise, manual entry of job titles

Department Assignment: - Link vacancy to department - Useful for filtering and reporting

Responsible Staff: - Assign staff member responsible for managing the vacancy - This person receives notifications for new applications

Publishing Control: - Published: Visible on public careers page (/careers) - Unpublished: Only visible in admin panel - Can toggle anytime

Closing Date: - Set application deadline - Vacancies can still accept applications after closing date - Useful for tracking and reporting

Status Management: - Draft: Not yet open for applications - Open: Accepting applications - Closed: No longer accepting applications

Form Builder

Default Fields (18 fields automatically added): 1. First Name 2. Last Name 3. Email 4. Phone 5. Address 6. City 7. Country 8. Date of Birth 9. Gender 10. Education Level 11. Years of Experience 12. Current Position 13. Current Company 14. Expected Salary 15. Availability Date 16. Cover Letter 17. CV Upload 18. Additional Notes

Custom Field Types: - Text: Single-line text input - Email: Email validation - Textarea: Multi-line text input - Select: Dropdown selection - Radio: Radio button group - Checkbox: Checkbox group - Date: Date picker - File: File upload

Field Properties: - Label (display name) - Required/Optional - Placeholder text - Help text - Options (for select/radio/checkbox)

Field Management: - Reorder: Drag and drop to change order - Edit: Modify field properties - Delete: Remove field (protected fields cannot be deleted) - Add: Create new custom fields

Protected Fields: - Default fields cannot be deleted - Ensures essential information is always captured

Interview Management

Interview Types: - Phone: Telephone interview - Video: Video call (Zoom, Teams, Google Meet, etc.) - In-Person: Face-to-face interview - Panel: Multiple interviewers

Status Flow:

Scheduled → Completed
    ↓
Cancelled

Calendar Integration: - Calendar events created automatically for: - Assigned staff members - Panel members (if panel interview) - Events include interview details - Events update when interview is rescheduled - Events deleted when interview is cancelled

Email Notifications: - Scheduled: Sent when interview is created - Rescheduled: Sent when date/time changes (shows old and new dates) - Cancelled: Sent when interview is cancelled - Reminders: Optional reminders before interview

Notification Recipients: - Applicant - Panel members (if panel interview) - Responsible staff - Assigned staff members

Panel Decisions

Panel Member Roles: - Chairperson: Leads the interview, may have final say - Member: Regular panel member, participates in evaluation - Observer: Observes but doesn't submit decisions

Required for Decision: - Some panel members can be marked as "required for decision" - Their decision must be submitted before final decision can be made - Useful for ensuring key stakeholders provide input

Decision Types: - Recommend: Strong candidate, recommend hiring - Not Recommend: Do not recommend hiring - Maybe: Uncertain, needs more consideration

Decision Components: - Decision type (dropdown) - Rating (1-10 scale) - Feedback (required, detailed text) - Strengths (bullet points or text) - Weaknesses (bullet points or text) - File attachment (optional evaluation document)

Consensus Tracking: - View all panel decisions on interview page - See consensus status - Track pending decisions - Download decision attachments

Permissions: - Only panel members can submit decisions - Requires hr_recruitment_decisions_submit permission - Decisions can be updated until interview is finalized

Applicant Status Pipeline

Status Definitions: - NEW: Application just received, not yet reviewed - SCREENING: Initial review in progress, checking qualifications - INTERVIEW: Selected for interview, interview scheduled or completed - OFFERED: Job offer extended to applicant - HIRED: Applicant accepted offer and employee record created - REJECTED: Applicant not selected, can be reopened to screening

Status Transitions: - Can move forward: NEW → SCREENING → INTERVIEW → OFFERED → HIRED - Can move backward: REJECTED → SCREENING (reopen) - Status history is tracked automatically

Status Updates: - Update via dropdown on applicant view page - Status changes trigger notifications (if configured) - Status history shows all changes with timestamps

Hiring Process

Hire Action: - Available when applicant status is "Hired" - Creates employee record in LBMS - Links applicant to staff record - Assigns staff ID

Employee Creation: - Pre-fills information from application - Allows customization of employee details - Can create user account for system access - Sets start date

Onboarding Integration: - If HR Onboarding module is installed: - Onboarding is automatically triggered - Employee appears in onboarding module - Checklist is initialized based on template - If not installed: - Employee is created but no onboarding

Public Careers Page

Accessing the Careers Page

URL: /careers

Example: https://yourdomain.com/careers

Features

Browse Vacancies: - View all published and open vacancies - See vacancy titles, departments, and closing dates - Click on vacancy to see details

Vacancy Details: - Full job description - Requirements - Department information - Application deadline

Application Form: - Dynamic form based on vacancy's form builder - All fields as configured by admin - File upload support (CV, documents) - Client-side validation - Required field indicators

Application Submission: - Submit application online - Receive confirmation message - Application reference code provided - Email confirmation sent (if configured)

For Applicants

How to Apply:

1. Visit /careers URL
2. Browse available positions
3. Click on a vacancy of interest
4. Review job details and requirements
5. Fill out the application form:
6. Complete all required fields
7. Upload CV and any required documents
8. Write cover letter (if required)
9. Submit application
10. Save your reference code
11. Wait for response from company

Application Status: - Applicants receive reference code upon submission - Can follow up using reference code - Company contacts applicants via email/phone

Tips for Applicants: - Complete all required fields - Upload clear, readable documents - Write a compelling cover letter - Ensure contact information is correct

Troubleshooting

Common Issues

Q: I can't see the "Recruitment" menu item.

A: Check your permissions. You need at least hr_recruitment_view permission. Contact your administrator to assign permissions.

Q: I can't create a vacancy.

A: Ensure you have hr_recruitment_create permission. Also check that required fields are filled (title, department, etc.).

Q: Applications aren't appearing on the public careers page.

A: Check: 1. Vacancy status is "Open" 2. Vacancy is "Published" 3. Closing date hasn't passed (if set) 4. Routes are configured correctly (/careers)

Q: I can't submit a decision for an interview.

A: Verify: 1. You are a panel member for that interview 2. You have hr_recruitment_decisions_submit permission 3. Interview is completed or scheduled 4. You haven't already submitted (use "Update Decision" instead)

Q: The form builder isn't saving field order.

A: Ensure you click "Save Order" after dragging fields. Check browser console for JavaScript errors.

Q: I can't hire an applicant.

A: Check: 1. Applicant status is "Hired" 2. You have hr_recruitment_hire permission 3. Required employee fields are filled 4. Job position and department are selected

Q: Interview notifications aren't being sent.

A: Verify: 1. Email settings are configured in LBMS 2. Applicant has valid email address 3. Panel members have valid email addresses 4. Check email logs for errors

Q: Calendar events aren't being created.

A: This is a non-blocking feature. Check: 1. Misc model is available 2. Staff members exist 3. Check logs for calendar creation errors 4. Calendar events are optional and don't block interview creation

Q: Can I edit a submitted decision?

A: Yes, you can update your decision by clicking "Submit Decision" again and selecting "Update Decision". However, this should be done before the final hiring decision is made.

Q: How do I reopen a rejected applicant?

A: On the applicant view page, if status is "Rejected", a "Reopen to Screening" button appears. Click it to move the applicant back to screening status.

Best Practices

1. Form Building: Build your application form before publishing the vacancy to ensure all required information is captured.
2. Status Management: Use the status pipeline consistently. Don't skip stages (e.g., moving directly from NEW to INTERVIEW).
3. Interview Scheduling: Schedule interviews well in advance and send calendar invites. Always include meeting links for video interviews.
4. Panel Management: Create reusable panels for common interview types to save time.
5. Decision Submission: Submit decisions promptly after interviews while details are fresh. Provide constructive, detailed feedback.
6. Communication: Keep applicants informed of their status. Use status updates and notifications effectively.
7. Documentation: Maintain detailed notes in applicant records and interview notes for future reference.
8. Onboarding: Ensure HR Onboarding module is configured before hiring to enable smooth handoff.

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HR Onboarding

Module Overview

What is HR Onboarding?

The HR Onboarding module provides a comprehensive employee onboarding management system with customizable checklists. It helps organizations ensure new employees complete all necessary tasks, documentation, and training during their onboarding period.

Key Benefits

• Structured Onboarding - Ensure consistent onboarding process for all new employees
• Customizable Templates - Create and manage onboarding templates with sections and checklist items
• Progress Tracking - Track completion percentage and individual item status
• Due Date Management - Automatic due date calculation from employee start date
• File Attachments - Upload and manage documents per checklist item
• Audit Trail - Complete history of all onboarding activities
• Integration - Works with HR Profile module (optional) and HR Recruitment module

Who Should Use This Module?

• HR Administrators - Full access to manage employees, templates, and reports
• HR Managers - Add employees, track progress, complete checklist items
• Department Managers - View and manage onboarding for their team members
• New Employees - View their onboarding checklist (if user accounts are created)

Getting Started

Accessing the Module

1. Log in to your LBMS admin panel
2. Look for "Onboarding" in the left sidebar menu (icon: clipboard-check)
3. Click to expand and see available submenu items

Menu Navigation

The module appears in the sidebar with the following structure: - Onboarding (parent menu) - Employees - Templates - Reports

HR Profile Integration (Optional)

If the HR Profile module is installed: - An "Onboarding" tab appears on employee profile pages - Employee data can be synced automatically - Onboarding progress is visible from employee profile

Permissions Overview

Core Permissions: - hr_onboarding_view - View employees and onboarding progress - hr_onboarding_create - Add new employees to onboarding - hr_onboarding_edit - Edit employee details and update checklist items - hr_onboarding_delete - Delete employees from onboarding - hr_onboarding_templates - Manage onboarding templates

Template Permissions: - Create, edit, and delete templates - Manage sections and items - Set default templates

Main Features & Navigation

Employees

Location: Sidebar → Onboarding → Employees

Purpose: Manage employees in the onboarding process

Features: - List all employees in onboarding - Filter by: - Status (Not Started, In Progress, Completed) - Template - Department - Start Date Range - Add new employee - View employee onboarding progress - Complete checklist items - Upload attachments - Track completion percentage

Key Actions: - Add Employee: Add new employee to onboarding - View: See detailed onboarding progress - Edit: Update employee information - Complete Items: Mark checklist items as done - Upload Files: Attach documents to items

Templates

Location: Sidebar → Onboarding → Templates

Purpose: Create and manage onboarding templates

Features: - List all templates - Create new templates - Edit existing templates - Delete templates - Manage template sections - Manage checklist items within sections - Set default template - Activate/Deactivate templates

Key Actions: - Manage Template: Create or edit template - Add Section: Add new section to template - Add Item: Add checklist item to section - Reorder: Drag and drop to reorder sections/items - Set Default: Mark template as default for new employees

Reports

Location: Sidebar → Onboarding → Reports

Purpose: View onboarding analytics and reports

Features: - Completion statistics - Overdue items tracking - Progress analytics - Department breakdowns - Employee completion rates - Template usage statistics

Key Metrics: - Total employees in onboarding - Average completion percentage - Overdue items count - Completion by department - Items due today

Common Workflows

Workflow 1: Add New Employee to Onboarding

When to Use: When a new employee joins the organization

Steps:

1. Navigate to Employees
2. Go to Onboarding → Employees

3. Click "Add Employee" button (top right)

4. Fill Employee Details

5. First Name: Employee's first name (required)
6. Last Name: Employee's last name (required)
7. Email: Email address (required)
8. Phone: Phone number (optional)
9. Job Title: Select from positions (if HR Profile installed) or enter manually
10. Department: Select department
11. Start Date: Employee's start date (required)
12. Create User Account: Check if employee should have system login access

13. Additional fields as needed

14. Select Onboarding Template

15. Template is auto-selected based on:
    • Default template (if set)
    • Department-specific template (if configured)
    • Job title-specific template (if configured)

16. You can manually select a different template if needed

17. Create Employee

18. Click "Create Employee" or "Add Employee"
19. Employee record is created in LBMS (if not exists)
20. Onboarding checklist is automatically initialized from template
21. Employee status is set to "In Progress"
22. Due dates are calculated based on start date

23. Notifications are sent (if configured)

24. View Onboarding Progress

25. Employee appears in the employees list
26. Click on employee name to view detailed progress
27. Checklist items are organized by sections
28. Progress percentage is displayed

Pro Tip: Set up templates before adding employees to ensure consistent onboarding processes.

Workflow 2: Complete Checklist Items

When to Use: When an onboarding task is completed

Steps:

1. Navigate to Employee View
2. Go to Onboarding → Employees

3. Click on the employee's name

4. Browse Checklist Sections

5. Checklist is organized into sections (tabs):
   • Pre-Employment
   • First Day
   • First Week
   • First Month
   • Probation Review
6. Each section shows completion status

7. Sections may be locked until previous sections are completed

8. View Checklist Items

9. Items are listed within each section

10. Each item shows:

    • Name and description
    • Status badge (Not Started, In Progress, Done, Not Applicable)
    • Due date
    • Overdue indicator (if overdue)
    • Required/Optional indicator

11. Update Item Status

12. Click on an item to open details
13. Select new status:
    • Not Started: Item not yet begun
    • In Progress: Item is being worked on
    • Done: Item is completed
    • Not Applicable: Item doesn't apply (reason required)
14. Add notes (optional but recommended)

15. Click "Update Status"

16. Upload Attachments (If Required)

17. If item allows attachments, click "Upload Attachment"
18. Select file(s) to upload
19. Add description (optional)
20. Click "Upload"

21. Attachments appear in item details

22. Track Progress

23. Overall completion percentage updates automatically
24. Section completion percentages update
25. Overdue items are highlighted
26. Items due today are highlighted

Pro Tip: Complete items promptly and add notes for future reference. Upload required documents immediately.

Workflow 3: Create/Edit Onboarding Template

When to Use: When you need to create a new onboarding template or modify an existing one

Steps:

1. Navigate to Templates
2. Go to Onboarding → Templates

3. Click "Manage Template" (for new) or click on existing template (to edit)

4. Fill Template Details

5. Template Name: Descriptive name (e.g., "Standard Onboarding")
6. Description: Purpose and scope of template
7. Active: Check to make template available for selection

8. Default Template: Check to set as default for new employees

9. Add Sections

10. Click "Add Section" button
11. For each section:
    • Section Name: Name (e.g., "Pre-Employment", "First Day")
    • Description: Section purpose
    • Due Date Offset: Days from start date (e.g., 0 for First Day, 7 for First Week)
    • Section Order: Order in checklist (lower numbers appear first)
12. Save section

13. Repeat for all sections

14. Add Checklist Items to Sections

15. Click on a section to expand
16. Click "Add Item" button
17. For each item:
    • Item Name: Task name (e.g., "Submit TIN Number")
    • Description: Detailed description
    • Item Type: Select type:
    • Standard
    • File Upload
    • Signature
    • Training
    • Meeting
    • Reference Check
    • Other
    • Required: Check if item is mandatory
    • Allows Attachment: Check if file upload is allowed
    • Attachment Count: Number of files allowed (if attachment enabled)
    • Due Date Offset: Days from start date (e.g., 3 = due 3 days after start)
    • Conditional: Check if item is conditional
    • Condition Field/Value: Set condition (if conditional)
    • Item Order: Order within section
18. Save item

19. Repeat for all items

20. Reorder Sections and Items

21. Drag and drop sections to reorder
22. Drag and drop items within sections to reorder

23. Click "Save Order" after reordering

24. Save Template

25. Click "Save Template" or "Update Template"
26. Template is saved and available for selection
27. If set as default, it will be auto-selected for new employees

Pro Tip: Create comprehensive templates with clear sections. Use due date offsets to schedule items appropriately.

Workflow 4: Upload Attachments

When to Use: When a checklist item requires document upload

Steps:

1. Navigate to Employee Checklist
2. Go to Onboarding → Employees
3. Click on employee name

4. Navigate to the relevant section

5. Find Item Requiring Attachment

6. Look for items marked as "File Upload" type
7. Or items with attachment icon

8. Items may show "Attachment Required" indicator

9. Click "Upload Attachment"

10. Button appears on items that allow attachments

11. Click to open upload dialog

12. Select File

13. Click "Choose File" or "Browse"
14. Select file from your computer
15. Supported file types: PDF, DOC, DOCX, JPG, PNG, etc.

16. Maximum file size: As configured in system

17. Add Description (Optional)

18. Enter description of the document

19. Helps identify the attachment later

20. Upload

21. Click "Upload" button
22. File is uploaded and attached to the item
23. Attachment appears in item details

24. Item status may auto-update to "Done" (if configured)

25. View Attachments

26. All attachments for an item are listed
27. Click to download/view
28. Delete if needed (with proper permissions)

Pro Tip: Upload documents promptly and use descriptive filenames. Keep file sizes reasonable for faster uploads.

Workflow 5: Mark Item as Not Applicable

When to Use: When a checklist item doesn't apply to a specific employee

Steps:

1. Navigate to Employee Checklist
2. Go to Onboarding → Employees
3. Click on employee name

4. Find the item that doesn't apply

5. Open Item Details

6. Click on the item to open details

7. Select "Not Applicable" Status

8. Change status dropdown to "Not Applicable"

9. Provide Reason

10. Reason field appears (required)
11. Enter explanation why item doesn't apply

12. Example: "Employee is local, no work permit needed"

13. Save

14. Click "Update Status"
15. Item is marked as Not Applicable
16. Item is excluded from completion percentage calculation
17. Reason is recorded in audit trail

Pro Tip: Always provide clear reasons for Not Applicable items for audit purposes.

Workflow 6: View Reports and Analytics

When to Use: When you need to track onboarding progress and identify issues

Steps:

1. Navigate to Reports

2. Go to Onboarding → Reports

3. View Overview Statistics

4. Total employees in onboarding
5. Average completion percentage
6. Employees by status

7. Overdue items count

8. Filter Reports

9. Filter by department
10. Filter by template
11. Filter by date range

12. Filter by status

13. View Detailed Reports

14. Completion Report: See completion rates by employee
15. Overdue Items: List of all overdue items
16. Department Breakdown: Completion by department

17. Template Usage: Which templates are used most

18. Export Data (If Available)

19. Export reports to CSV/Excel
20. Generate PDF reports
21. Share with stakeholders

Pro Tip: Review reports regularly to identify bottlenecks and improve onboarding processes.

Feature Details

Onboarding Templates

Template Structure: - Templates contain sections - Sections contain checklist items - Items can have due dates calculated from employee start date

Default Template: - One template can be marked as default - Default template is auto-selected for new employees - Can be overridden during employee creation

Template Properties: - Name: Template identifier - Description: Purpose and scope - Active: Whether template is available - Default: Whether template is default

Section Properties: - Name: Section identifier (e.g., "First Day") - Description: Section purpose - Due Date Offset: Days from start date - Order: Display order - Active: Whether section is active

Item Properties: - Name: Task name - Description: Detailed task description - Type: Item type (Standard, File Upload, Signature, etc.) - Required: Whether item is mandatory - Due Date Offset: Days from start date - Allows Attachment: Whether files can be uploaded - Conditional: Whether item is conditional - Order: Display order within section

Progress Tracking

Completion Percentage: - Calculated automatically - Based on completed items vs total applicable items - Not Applicable items are excluded - Updates in real-time as items are completed

Section-Level Progress: - Each section shows completion percentage - Visual progress bars - Completed sections are marked

Item Statuses: - Not Started: Item not yet begun (default) - In Progress: Item is being worked on - Done: Item is completed - Not Applicable: Item doesn't apply (reason required)

Status Badges: - Color-coded badges for each status - Easy visual identification - Consistent across the module

Due Date Management

Due Date Calculation: - Due dates calculated from employee start date - Uses offset days from template/item configuration - Example: Start date = Jan 1, Offset = 7 → Due date = Jan 8

Overdue Tracking: - Items past due date are marked as overdue - Overdue indicator (red badge/icon) - Overdue items appear in reports - Reminders can be sent (if configured)

Due Today Alerts: - Items due today are highlighted - Helps prioritize tasks - Appears in dashboard/reports

File Attachments

Supported File Types: - Documents: PDF, DOC, DOCX, TXT - Images: JPG, JPEG, PNG, GIF - Other types as configured

Attachment Management: - Multiple attachments per item (if configured) - Upload with descriptions - View and download attachments - Delete attachments (with permissions)

File Storage: - Files stored in secure uploads directory - Organized by employee and item - Access controlled by permissions

Conditional Items

Purpose: - Show/hide items based on employee attributes - Reduces clutter for irrelevant items - Example: "Work Permit" only for international employees

Configuration: - Set condition field (e.g., "has_work_permit") - Set condition value (e.g., "yes") - Item only appears if condition is met

Use Cases: - Department-specific items - Role-specific items - Location-specific items - Employment type-specific items

Section Locking

Purpose: - Ensure sections are completed in order - Prevents skipping important steps - Maintains process integrity

How It Works: - Previous section must be completed before next section unlocks - Locked sections are grayed out - Lock icon indicates locked status - Completion percentage of previous section determines unlock

Employee Management

Employee Creation: - Creates staff record in LBMS (if not exists) - Links to existing staff record (if exists) - Can create user account for system access

Employee Information: - Personal details (name, email, phone) - Job information (title, department) - Start date - Status tracking

Status Management: - Not Started: Employee added but checklist not initialized - In Progress: Checklist active, items being completed - Completed: All applicable items completed

HR Profile Integration (Optional)

If HR Profile Module Installed: - Onboarding tab appears on employee profile - Employee data syncs automatically - Onboarding progress visible from profile - Seamless integration

If HR Profile Not Installed: - Module works independently - Creates staff records directly - No dependency on HR Profile

HR Recruitment Integration

Automatic Onboarding: - When applicant is hired in HR Recruitment module - Employee is automatically added to onboarding - Template is selected automatically - Checklist is initialized

Seamless Handoff: - No manual data entry needed - Employee information pre-filled - Start date from hire date - Smooth transition from recruitment to onboarding

Troubleshooting

Common Issues

Q: I can't see the "Onboarding" menu item.

A: Check your permissions. You need at least hr_onboarding_view permission. Contact your administrator to assign permissions.

Q: I can't add a new employee.

A: Ensure you have hr_onboarding_create permission. Also check that required fields are filled (name, email, start date, template).

Q: Checklist items aren't appearing for an employee.

A: Check: 1. Template is selected and active 2. Template has sections and items 3. Employee start date is set 4. Items aren't conditional (or conditions are met)

Q: Due dates are incorrect.

A: Verify: 1. Employee start date is correct 2. Template/item due date offsets are configured 3. Date calculation is based on start date + offset

Q: I can't upload attachments.

A: Check: 1. Item allows attachments (configured in template) 2. File type is supported 3. File size is within limits 4. You have edit permissions 5. Upload directory has write permissions

Q: Section is locked and I can't access it.

A: Complete the previous section first. Sections unlock sequentially. Check previous section completion percentage.

Q: Completion percentage seems incorrect.

A: Verify: 1. Not Applicable items are excluded from calculation 2. All applicable items are accounted for 3. Status updates are saving correctly 4. Refresh the page to see updated percentage

Q: Template changes aren't affecting existing employees.

A: Template changes only affect new employees. Existing employees use the template version from when they were added. To update existing employees, you may need to manually adjust items.

Q: Employee isn't appearing in HR Profile tab.

A: Check: 1. HR Profile module is installed 2. Employee has staff ID 3. Staff ID matches HR Profile record 4. Integration is enabled in settings

Q: Onboarding wasn't triggered from HR Recruitment.

A: Verify: 1. HR Recruitment module is installed 2. Applicant was hired (status = "Hired") 3. Employee creation was successful 4. Default template is set 5. Check logs for errors

Best Practices

1. Template Design: Create comprehensive templates with clear sections and realistic due dates. Test templates before using.
2. Start Date Accuracy: Always set accurate start dates. Due dates depend on this.
3. Regular Updates: Update item statuses promptly. Don't let items become overdue.
4. Documentation: Upload required documents immediately. Use descriptive filenames.
5. Communication: Keep employees informed of their onboarding progress. Use notes and notifications.
6. Review Reports: Regularly review reports to identify bottlenecks and improve processes.
7. Template Maintenance: Keep templates up to date. Archive old templates instead of deleting.
8. Permissions: Assign appropriate permissions. Not everyone needs template management access.
9. Conditional Items: Use conditional items wisely. Too many conditions can be confusing.
10. Integration: Leverage HR Profile and HR Recruitment integrations for seamless workflows.

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Projects

Objective

Manage property development projects, construction projects, and other organizational projects with comprehensive tracking.

Creating a Project

Setting Up a New Project

1. Navigate to Projects → Projects
2. Click "Create Project"
3. Enter project details:
4. Project Name - Name of project
5. Project Code - Unique project code
6. Project Type - Development, Construction, Renovation, Maintenance
7. Status - Planning, In Progress, On Hold, Completed, Cancelled
8. Priority - Low, Medium, High, Urgent
9. Set project timeline:
10. Start Date - Project start date
11. End Date - Expected completion
12. Deadline - Final deadline
13. Enter project information:
14. Description - Project overview
15. Objectives - Project goals
16. Scope - What's included
17. Link to related records:
18. Estate/Phase - Which estate/property
19. Client - If client project
20. Land Acquisition - If related to acquisition
21. Set budget:
22. Total Budget - Overall budget
23. Budget Breakdown - By category
24. Assign team:
25. Project Manager - Primary responsible
26. Team Members - Other staff
27. Contractors - External contractors
28. Click "Save"

Project Phases

Managing Project Phases

1. Go to project record
2. Click "Phases" tab
3. Add project phases:
4. Phase 1: Planning - Initial planning
5. Phase 2: Design - Design and approvals
6. Phase 3: Construction - Actual construction
7. Phase 4: Completion - Finalization
8. For each phase:
9. Set start and end dates
10. Assign responsible person
11. Set phase budget
12. Track phase progress
13. Mark phases as complete

Project Tasks

Creating Project Tasks

1. From project, go to "Tasks" tab
2. Click "Add Task"
3. Enter task details:
4. Task Name - Task description
5. Task Type - Construction, Administrative, etc.
6. Assigned To - Team member
7. Due Date - Task deadline
8. Priority - Low, Medium, High
9. Status - Not Started, In Progress, Completed
10. Link to phase (if applicable)
11. Add task description
12. Set dependencies (if task depends on others)
13. Click "Save"

Budget Management

Tracking Project Budget

1. Go to "Budget" tab in project
2. View budget breakdown:
3. Planned Budget - Original budget
4. Actual Costs - Costs incurred
5. Remaining Budget - Budget remaining
6. Variance - Difference
7. Add budget items:
8. Category - Materials, Labor, Equipment, etc.
9. Planned Amount
10. Actual Amount
11. Variance
12. Link expenses to project
13. Generate budget reports

Project Timeline

Viewing Project Timeline

1. Go to "Timeline" tab
2. View Gantt chart or timeline view:
3. Project phases
4. Tasks and milestones
5. Dependencies
6. Progress indicators
7. Update task dates
8. Track project progress

Project Documents

Managing Project Documents

1. Go to "Documents" tab
2. Upload documents:
3. Plans and Drawings
4. Contracts
5. Permits
6. Reports
7. Photos
8. Organize by document type
9. Version control for updated documents

Project Reporting

Generating Project Reports

1. Navigate to Projects → Reports
2. Select report type:
3. Project Status - Current status
4. Budget Report - Budget vs. actual
5. Timeline Report - Schedule status
6. Resource Report - Team utilization
7. Select project(s)
8. Generate and export report

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Leads Management

Objective

Track and manage leads from initial contact through conversion to customers.

Creating a Lead

Adding a New Lead

1. Navigate to Leads → New Lead
2. Click "Add Lead"
3. Enter lead information:
4. First Name, Last Name
5. Email Address
6. Phone Number
7. Company - If business lead
8. Address
9. Select lead source:
10. Website - From website form
11. Referral - Referred by someone
12. Walk-in - Walked into office
13. Social Media - From social media
14. Advertisement - From ad campaign
15. Other - Specify
16. Enter lead details:
17. Interest - What they're interested in
18. Budget Range - If known
19. Timeline - When they plan to purchase
20. Notes - Additional information
21. Assign to staff member
22. Set lead status:
23. New - Just captured
24. Contacted - Initial contact made
25. Qualified - Lead qualified
26. Converted - Became customer
27. Lost - Not interested
28. Click "Save"

Lead Pipeline

Managing Lead Stages

1. Go to Leads → Pipeline
2. View leads by stage:
3. New Leads - Recently captured
4. Contacted - Initial contact made
5. Qualified - Qualified leads
6. Proposal Sent - Proposal submitted
7. Negotiation - In negotiation
8. Won - Converted to sale
9. Lost - Did not convert
10. Drag and drop leads between stages
11. View conversion rates by stage

Lead Scoring

Scoring Leads

1. From lead record, go to "Scoring" tab
2. System automatically scores based on:
3. Source Quality - Lead source value
4. Engagement Level - How engaged
5. Budget Match - Budget alignment
6. Timeline - Purchase timeline
7. Behavior - Website visits, email opens
8. Manual scoring also available:
9. Rate lead quality (1-10)
10. Add scoring notes
11. High-scoring leads prioritized

Lead Activities

Tracking Lead Activities

1. Go to lead record
2. View "Activities" tab
3. See all interactions:
4. Calls - Phone calls made/received
5. Emails - Emails sent/received
6. Meetings - Meetings scheduled/held
7. Site Visits - Property visits
8. Proposals - Proposals sent
9. Log new activity:
10. Click "Log Activity"
11. Select activity type
12. Enter details
13. Set next follow-up date
14. Click "Save"

Converting Leads

Converting Lead to Customer

1. When lead is ready to purchase
2. Click "Convert to Customer"
3. System creates customer record
4. Link to sale/booking
5. Lead history preserved
6. Update lead status to "Converted"

Lead Reports

Generating Lead Reports

1. Navigate to Leads → Reports
2. Select report type:
3. Lead Source Report - Leads by source
4. Conversion Report - Conversion rates
5. Pipeline Report - Leads by stage
6. Activity Report - Lead activities
7. Set date range and filters
8. Generate report

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Troubleshooting

Common Issues

Cannot Log In

Problem: Unable to access the system Solutions: - Verify username and password are correct - Check if account is active (contact administrator) - Clear browser cache and cookies - Try a different browser - Check if Caps Lock is on - Contact administrator if account is locked

Invoice Not Sending

Problem: Invoice email not received by client Solutions: - Check email configuration in Setup → Notifications → SMTP - Verify client email address is correct - Check spam/junk folder - Test email configuration using "Test Email" button - Verify SMTP settings are correct - Check if client has opted out of emails

Payment Not Recording

Problem: Payment not showing on invoice Solutions: - Verify payment amount doesn't exceed invoice total - Check invoice status (must be Sent or Partially Paid) - Ensure you clicked "Record Payment" after entering details - Refresh the page - Check payment was recorded in Payments section - Verify you have permission to record payments

Plot Status Not Updating

Problem: Plot status not changing after sale Solutions: - Verify sale/booking is completed - Check if you have permission to change plot status - Ensure plot is linked to sale - Refresh the page - Check for system errors

Title Case Not Progressing

Problem: Title case stuck at a stage Solutions: - Verify all required documents uploaded - Check if stage SLA expired - Review blockers on title case - Ensure responsible officer is assigned - Check for approval requirements - Contact title officer

Payroll Not Calculating

Problem: Payroll amounts incorrect Solutions: - Verify attendance records are complete - Check employee master data (salary, allowances) - Review commission calculations - Verify tax/NSSF settings - Check for manual adjustments - Contact HR administrator

Getting Help

Support Resources

• Check this documentation for detailed guides
• Review FAQ section in the system
• Contact your system administrator
• Submit a support ticket through the system
• Contact Strong Systems (U) Limited support

Best Practices

Data Management

1. Keep Records Updated - Regularly update client and plot information
2. Complete Documentation - Upload all required documents
3. Use Notes - Add notes to records for context
4. Regular Backups - Ensure backups are configured
5. Review Reports - Regularly review reports for insights

System Usage

1. Follow Workflows - Use established workflows for consistency
2. Set Reminders - Use task reminders for important dates
3. Track Activities - Log all communications and activities
4. Approve Appropriately - Follow approval workflows
5. Monitor SLAs - Keep track of SLA deadlines

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Prepared by: Strong Systems (U) Limited
Date: 08 September 2025
Version: 1.0.0